Renew Multiple Policies

Renewals comprise the bulk of most agencies’ books of business, and certain lines tend to expire at the same time of the year. Rather than processing each one of these renewals individually, you can save time by performing the Renew action on multiple policies at once (up to 50) from Renewals Manager or a client’s Policies list.  

When renewing multiple policies, you have three options:

• Individual Bulk Renewals: Select this option if you need to make individual changes in the Policy Detail, Line Detail, or Structure fields on any of the policies selected.
• Bulk Renewals: Select this option if you need to make the same changes to Policy Detail or Line Detail fields on all of the policies selected. Only certain fields are editable with this option. You can also select a Service Summary Stage for the renewed policies.
• Standard Renewals: Select this option if you are making no changes to any of the policies selected.

Renewing multiple policies creates a Bulk Renewal Log, which provides a convenient summary of the success or failure of each renewal, so you can identify any policies that require follow-up.

If activities are enabled for renewals, you can review the log for any activities that failed to generate. Then, you can manually add an activity if needed.

Logs for each client are saved to their Attachments lists, and a log containing all policies that you renewed at once is saved to the General Bulk Renewal Logs area.  

From a client’s Policies area, you can only renew that client’s policies. From the Renewals Manager, you can renew policies for multiple clients simultaneously.

Begin by accessing either area:

• Policies Area
  1. 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.

     2. In the Locate account dropdown menu, select Client.
     3. 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..
     4. Select the suitable checkbox or checkboxes to the right:
        • Insureds
        • Prospects
        • Active
        • Inactive
     5. Enter the first few letters of the name, lookup code, phone number, etc. (depending on the selection in the Locate by dropdown menu) and press [Enter] or click Locate.
        
        Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).
     6. The Results list displays all of the accounts that match the criteria you entered. Click on a column heading to sort the list by that category. For example, click the Last Name column heading to sort by last name in ascending order. To sort in descending order, click the Last Name column heading again.
     7. Highlight the desired item in the Results list.
     8. Click Policies on the navigation panel or Areas > Policies on the menubar.
        
        Note: You can access policies from the Account Detail screen in the same manner.
  2. 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)

     2. 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.

     

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

     

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

     

     1. Make a selection in the first dropdown menu.
     2. The choices available in the second dropdown menu vary, depending on your selection in the first dropdown menu:
     • Equals: Enter the search criterion (e.g., the full description) in the field to the right, or select a date from the dropdown calendar (if applicable).
     • Contains: Enter at least one character of the search criterion (e.g., part of the description) in the field to the right.
     • Within Range: Search between two calendar dates. Click the down arrow to the right of each field to choose dates from the dropdown calendars.
     3. Click Find to apply the filter. Hover over the Search where text to see the filter that is currently applied to the list.
        
        To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.

     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.

     1. To save your selected filters as the default, click the Filter Defaults link label.
     2. Select the Use as default checkbox to save your selected filters as the default for all clients that do not already have a filter default saved.
        
        Filters listed in italics (e.g., Policy #) include search criteria that will not apply to all clients. These filters can only be saved as defaults for the selected client.
        
        To replace existing filter defaults for all clients (including clients that already have other filter defaults saved), select the Override existing filters for clients checkbox.
     3. Click OK to apply the filter default.
        
        To clear a filter default, click the Clear Filter link label, click the Filter Defaults link label, select the appropriate checkboxes in the Filter Defaults window, and click OK.
  3. 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.
  4. 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. 
• Renewals Manager

  To access the Renewals Manager from the Home screen, do one of the following:

  • Click Renewals Manager on the navigation panel.
  • Click Areas > Renewal Manager on the menubar.
  • Click the down arrow next to Home on the options bar and select Renewals Manager.

  To access the Renewals Manager from another area of the program, do one of the following:

  • Click Home > Renewals Manager on the menubar.
  • Click the down arrow next to Home on the options bar and select Renewals Manager.

1. Select multiple policies in the list using [Ctrl] or [Shift].
2. Do one of the following:
• Click Actions > Renew on the options bar.
• Click Actions > Renew on the menubar.
• Right-click a selected policy and select Renew.
3. Select the Service Summary Row Stage for the selected policies.
4. Select one of the following options and then click Next:
• Yes, make changes individually: This option allows you to update policy or line details individually for each policy header or line you are renewing.
  1. Select a policy in the list to update its Policy Details or Structure.
  2. Update the Policy Detail fields as necessary.
  3. Update the associated Structure as necessary.
  4. Enter the Estimated Premium and Commission.
  5. In the Line Detail list, deselect the checkbox next to any line that you are not renewing.
  6. Click Renew Policies to renew all policies and lines selected.
• Yes, make bulk changes to all: This option allows you to assign the same policy or line details across all of the policies you have selected. If you leave a field blank, the values from each expiring policy defaults on the corresponding renewal.
  1. Enter a Description and Policy number.
  2. Select the Effective and Expiration dates for the policies.
  3. In the Line Detail section, select a policy Status from the dropdown menu.
  4. Select Agency or Direct bill.
  5. Select the Profit center from the dropdown menu.
  6. Select the Issuing company from the dropdown menu.
  7. Select the Premium payable from the dropdown menu.
  8. If applicable, select the Payable contract from the dropdown menu.
  9. Click the Renew Policies button to renew all policies selected.

• No, create the renewal terms as-is: This option does not allow you to make changes to the policies you have selected. It uses the expiring policy terms as the defaults for the renewal terms.

  You are prompted to confirm the renewal. Click Yes to renew the policies.

5. You are prompted to save the bulk renewal log file. Confirm the location and file name and click Save. A renewal log specific to each client is also saved to each client’s Attachments list.

6. Once the renewal log has saved, you are prompted to open the file. Click Yes and review the log file to verify the policies that were renewed. If any policies failed to renew, the log lists the reason for the failure. If activities are enabled for renewals, you can review the log for any activities that failed to generate. Then, you can manually add an activity if needed. Individual renewal log files are saved to each client’s Attachments list. For more information on bulk renewal logs, click here.