Renew a Policy

Renewals comprise the bulk of most agencies’ book of business. You can renew policies one at a time or in bulk. If you select one policy, you can make individual changes to the renewal as needed. If you select multiple policies (up to 50) from a client’s Policies list or the Renewals Manager, you can renew them all at once, making changes to a limited number of fields if necessary. For more information on renewing multiple policies, click here.

5. Do one of the following:

   • Click Actions > Renew on the options bar.
   • Click Actions > Renew on the menubar.
   • Right click the policy and select Renew.

Note: You can also click Actions > Renew from the Policy Detail screen.

6. The Renew window displays with information from the existing policy defaulting in the fields. Make changes as necessary.
7. Enter the new estimated Premium and estimated Commission if known.
   
   Note: The expiring premium goes in the Estimated field, and the current premium goes in the Annualized field.
8. All lines of business that are associated with the selected policy display in the list. Deselect the checkbox for any line of business that should not be renewed.
9. Detail for the highlighted line displays below the list. Click each line of business to edit its information.
   1. The Line and Status default. Update the Status to Renewal.
   2. Select the Agency Bill or Direct Bill radio button.
   3. The Profit Center, Issuing Company, Premium Payable, and Payable contract (if applicable) default but can be changed if necessary.
   4. In the Line Commission section, optionally select the Use commission agreement checkbox and choose an Agreement from the dropdown menu.

   Note: If the line commission was set up in the prior policy term, the information defaults.

   To change the Type, Percentage, or Amount of commission for this policy only, select the Override commission agreement percentage/amount checkbox. Changing these amounts does not change the commission agreement for any other policies.

   5. Select Flat Fee or Percentage of Premium in the Type dropdown menu.
   6. Enter the Percent or the flat fee Amount.

10. Click Finish or press [Enter] to complete the workflow.
    
    Click Detail to complete the workflow and view policy detail.
    
    If there are active multi-carrier schedules on the policy, a message displays to remind you to update these schedules manually.
    
    If there is a commission schedule on the policy, a message displays notifying you that a commission schedule exists and that it needs to be updated manually. Click OK.
    
    Note that all current and future commission schedule ranges carry over to the renewed policy and all past commission schedules do not.
    
    Click Cancel or press [Esc] to exit the workflow without saving the information. You are prompted: "Do you wish to discard changes?" Click Yes.
11. If you click Detail, 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 fill in the information related to that section. A form displays on the right. View, add, or amend the fields as necessary.
    

12. All policies contain a Billing/Servicing section with the following screens:
    • Policy

      The Policy screen contains the following sections:

      • Policy Detail
        1. The policy Type and Description default but can be changed.
        2. Enter the Policy number if known.
        3. Optionally choose the Source that motivated the client to contact you.
        4. 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 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
        1. Select a Billing plan if applicable.
        2. 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.
        3. In the Send Invoice To area, select the recipient Type from the dropdown menu:
           • Broker
           • Client
           • Other Interest
        4. If you choose Broker or Other Interest, click the lookup button in the Account field.
           1. 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 to include inactive accounts in the list.
           2. 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:

              1. • Lookup Code
                 • Account Name

              The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.

              1. • 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.
           3. Click to highlight the desired account and click Finish.
        5. If you chose Broker as the account Type, select/deselect the Bill broker net checkbox.
        6. Optionally specify a Contact.
           1. Click the lookup button to bring up the Contacts pop-up window.
           2. Contacts for the selected entity display in the list. Click the desired contact and click Finish.
        7. The Address, Description, and Site ID default but can be changed if necessary.
           Note: Changing the information in these fields does not change the information in Account Detail.
        8. Enter or update the Loan # if applicable.
        9. 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
        1. Choose the appropriate entities in the dropdown menus in the Servicing Contacts section.
        2. 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
          1. Click the Edit button beside the Term Ranges list. The Define Commission Date Range window displays.
          2. Click the Add button .
          3. 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.
          4. Enter a description for the date range.
          5. Repeat the previous steps to add additional date ranges.
          6. When you have added all of your date ranges, click Finish.
        • Edit a Date Range
          1. Click the Edit button beside the Term Ranges list. The Define Commission Date Range window displays.
          2. Select the date range in the list.
          3. Change the commission effective date and the commission expiration date if necessary.
          4. Revise the Description.
          5. Click Finish to save your changes and close the window.
        • Delete a Date Range
          1. Select the date range in the list.
          2. Click the Edit button beside the Term Ranges list.
          3. In the Define Commission Date Range window, click the Delete button beside the list. Click Yes to confirm the deletion.
          4. Click Finish to save your changes and close the window.
        • Print a list of Date Ranges
          1. Click the Print button beside the list.
          2. 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
          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 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.

          5. Select a Contract.
          6. Choose a commission Type.
          7. Enter the Percent or Amount.
          8. Enter the Production credit %.
          9. The Order # defaults but can be amended.
          10. The Share Revenue section is enabled if it applies to this policy. Add or edit the Revenue %, Agency, Branch, Department, and Profit Center.
          11. 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
          1. Click the Edit button  beside the list. The Pr/Br Commission pop-up window displays.
          2. Change the BPAY - Broker Payable or PPAY - Producer Payable in the Pr/Br dropdown menu if applicable.
          3. Amend the broker or producer Code if necessary.
          4. 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.
          5. Select a Contract.
          6. Choose a commission Type.
          7. Enter the correct Percent or Amount.
          8. Optionally edit the Production credit %.
          9. The Order # defaults but can be amended.
          10. The Share Revenue section is enabled if it applies to this policy. Add or amend the Revenue %, Agency, Branch, Department, and Profit Center.
          11. 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
          1. Click to highlight the commission that you wish to delete in the list.
          2. Do one of the following:
          • Click the Delete button to the left of the list.
          • Press [Delete] on your keyboard.

          3. You are prompted, "Do you wish to delete this record?" Click Yes.
        • Print a list of Pr/Br Commissions
          1. Click the Print button to the left of the list.
          2. 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.

          1. To apply a new category to this line, 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.
          3. 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:

             1. • Category
                • Option

             There is one choice available in the second dropdown menu.

             1. • 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.

          4. 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.
          5. 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
          1. Agency first written shows the date the policy was added. This date can be revised.
          2. 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.
          3. 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 desired Line.
      3. Select the desired 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 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.

         5. Select a Contract.
         6. Choose a commission Type:
            • ! Agency Net Commission
            • $ Flat Fee
            • % Percentage of Premium
            • @ Percentage of Commission
         7. Enter the correct Percent or Amount.
         8. Enter the Production credit %.
         9. The Order # defaults but can be amended.
         10. The Share Revenue section is enabled if it applies to this policy. Add or edit the Revenue %, Agency, Branch, Department, and Profit Center.
      8. You can edit a Pr/Br Commission if necessary.
         1. Click the Edit button beside the list. The Pr/Br Commission pop-up window displays.
         2. Change the BPAY - Broker Payable or PPAY - Producer Payable in the Pr/Br dropdown menu if applicable.
         3. Edit the broker or producer Code if necessary.
         4. 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.
         5. Select a Contract.
         6. Choose a commission Type:
            • ! - Agency Net Commission
            • $ - Flat Fee
            • % - Percentage of Premium
            • @ - Percentage of Commission
         7. Enter the Percent or Amount.
         8. Optionally edit the Production credit %.
         9. The Order # defaults but can be amended.
         10. The Share Revenue section is enabled if it applies to this policy. Add or edit 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:

      • Add a Pr/Br Commission

        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. Select a Contract.
        5. Choose a commission Type:
        6. Enter the Percent or Amount.
        7. Enter the Production Credit %.
        8. If necessary, update the Order #.
        9. The Share Revenue section is enabled if it applies to this policy. Add or update the Revenue %, Agency, Branch, Department, and Profit Center.
        10. Click Add to add another producer/broker and repeat the previous steps, or click Finish to add this producer/broker and return to the Schedule tab.

      • Edit a Pr/Br Commission

        1. Click the Edit button beside the list. The Pr/Br Commission pop-up window displays.
        2. Change the Pr/Br selection if applicable.
        3. Edit the broker or producer Code if necessary.
        4. Select a Contract.
        5. Choose a commission Type.
        6. Enter the Percent or Amount.
        7. Edit the Production credit %.
        8. If necessary, update the Order #.
        9. The Share Revenue section is enabled if it applies to this policy. Add or edit the Revenue %, Agency, Branch, Department, and Profit Center.
        10. Click  Finish to save your changes and return to the Schedule tab.

      • Delete a Pr/Br Commission

        The system does not automatically update the Production Credit % or Order # if you delete a producer/broker. You must manually update these fields based on the remaining producers/brokers.

        You cannot delete receivable brokers (BREC). You must remove the receivable broker from the Billing tab of the Servicing/Billing > Line section.

        1. Select a commission in the list.
        2. Click the Delete button beside the list.

      • Print a list of Pr/Br Commissions

        1. Click the Print button beside the list.
        2. The Print window displays. Print the list as you would any other document.

      9. 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.

      10. 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.

13. 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.

14. 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, choose the correct action to take:

• Issue/Not Issue Policy
  1. 1. Enter the Policy Number if it does not default in.
     2. The Effective and Expiry dates default but can be changed if necessary.
     3. The following tabs are available in this window:
        
        •  Line
          1. Choose the appropriate line in the list.
          2. Click the Issue, Not Issue, or Leave as submitted radio button.
          3. The Issuing company defaults but can be amended if necessary.

          4. Select the correct Premium Payable code:

             • BR: Broker (External)
             • CA: Carrier
             • IN: Broker (Internal)
          5. Choose a different Premium Payable account if necessary.
          6. Select the Payable Contract.
          7. 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.

          1. Click on the activity to be closed, and click the Closed radio button.
          2. Choose Successful or Unsuccessful in the Closed dropdown menu.
          3. If you close the activity unsuccessfully, choose a Reason from the dropdown menu.
          4. Optionally enter the Actual time (in Hours and Minutes) spent on this activity.
          5. Optionally enter the Actual cost of this activity.
          6. Optionally enter Notes.
          7. 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. 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
    1. On the Detail tab, the Issuing company and Premium payable entity default.
    2. Select the ICO or PPE radio button to specify the entity to print on the application.
    3. 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].
    4. Enter the appropriate Office if applicable.
    5. Choose the appropriate item in the Submit as dropdown menu.
    6. In the If Bound section, enter an Effective date or click the down arrow to select a date from the dropdown calendar if applicable.
       
       Enter an Expiry date.
       
       Enter a bound Time, and specify whether the coverage expires at 12:01 or Noon.
    7. Choose the producer Code.
    8. If you want a signature to print on the application, select a 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 and click Continue.

    • Email
      1. On the Attach Existing File window, click Browse.
      2. In Pop-up window that displays, click on the email that you would like to attach.
      3. 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.
      4. Click Finish.
      5. In the attach to window, select the Delete original after attaching checkbox if you want to remove the email from your mail program.
      6. The email subject defaults in the Description field. Change this if desired.
      7. Click Finish or press [Enter].
    • Existing client document
      1. 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.
      2. Select the checkboxes for all the attachments in the list you want to add.
      3. Click Finish or press [Enter] to add the attachment(s).
         
         Click Cancel or press [Esc] to exit the workflow without adding the attachment(s). You are prompted, "Do you wish to discard changes?" Click Yes.
    • Existing file
      1. Enter the path to the file you would like to attach, or click Browse to locate it.
      2. Locate the file or files you want to attach and click Open. You can select multiple files by holding the [Shift] or [Ctrl] key while clicking.
      3. The file name defaults into the Description field but can be changed if necessary.
      4. 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.
      5. 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 as a PDF file. To change this selection, click the Change Native Format if its 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 select the Language from the dropdown menu. If no other language is available for the form, the Language list is disabled.

    To specify 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
    1. 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. In the Name field, select the name of the agency, branch, or department.
    2. 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.
    3. Revise the Phone, Fax, and Email fields as necessary. You can click the email icon to open a new email message from this screen.
    4. In the Licence frame, select Print licence # if applicable. Specify whether the licence 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 click Finish or press [Enter]. These are the notification options:

    • Notify if unsuccessful only

    • Notify if successful or unsuccessful

    • No notification

    2. To select 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.
    3. In the Via field, choose the desired contact method:
    • Email

      1. 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.

      1. Select an email address from the dropdown.

      2. Click Finish or press [Enter] to accept the changes, or click Cancel to discard them.

      2. 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.

      3. 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.

      4. Enter a Subject for the email.

      5. 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.

      6. 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.

      7. 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.

      8. 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.

      9. Click the Preview button to display any attachments that will be included with the email.

    • Fax
      1. You are prompted, "A sender must be defined for the outgoing fax." Click OK.
      2. In the Change Sender pop-up window, enter a Name or select a Name from the dropdown menu. Complete the remaining fields, and then click Finish or press [Enter].
      3. Enter the Fax number if it does not default.
      4. Enter a Subject for the fax.
      5. Optionally enter a Message to print on the fax cover sheet.
      6. Select a fax Cover page.
      7. 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.
      8. To see a preview of the fax cover page, click the Preview link to the right of the field.
      9. 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].
      10. 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.
      11. Click Finish.
    • Print
      1. Select the Printer in the dropdown menu, or click Change Printer Settings to display the Print window.
      2. Choose to print the file Now or Schedule it to be print later. If you choose Schedule, enter a date and time for the file to print.
      3. Click Finish.
• 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].

Note: You must fill out the Distribution tab.

15. Click Finish or press [Enter] to complete the process.
    
    Click Cancel or press [Esc] to exit the workflow without submitting an application.

Prefills

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.

Expanding lists

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.

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 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:

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

Add a Line of Business

1. Click Servicing/Billing on the navigation panel, and then click Line.
2. The list on the right shows all of the lines of business associated with the selected policy.
3. Click the Add button to the left of the list.
4. The Add a Line of Business window displays. Select a policy Line and a Status. These fields are required.
5. 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.
6. Select the Agency or Direct radio button to indicate how the line of business will be billed.
7. 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.
8. Select a Profit Center. This field is required.
9. 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.
10. The Payable Contract defaults but can be changed if necessary.
11. Select a Prefill if applicable.
12. In the Line ID field, enter an identifying number (such as a group ID number) if applicable.
13. 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.

14. 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.

15. Select the Default 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.

16. Optionally select Flat Fee or Percentage of Premium in the Type dropdown box.
    
    If you select Percentage, enter the Percent.
    
    If you select Flat Fee, enter the Amount.
17. Enter the Premium if known.
18. Enter a Commission if known. To compute the commission amount based on the line premium amount and the line commission percentage, click the Calculate 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.
19. 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.
20. Fill in the information for the new line of business on the remaining tabs. If you have added multiple lines of business, highlight one line at a time and enter the information for each line. On the Pr/Br Commissions tab, commission fields and production credit % data defaults from the highlighted 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.
21.  

    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

1. To delete a line in the list, click the line and click the Delete button or press [Delete] on your keyboard.
2. 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 the changes right from the form so you do not need to go back to the Contacts area. Click the label to open the Update Contact Information screen.

Disabled Screens and Tabs

Some tabs are disabled (meaning that 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 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 to move the subsections under the primary section.