Add a Certificate

1. Locate the client in question and access the Proofs of Insurance area.
   1. To access Accounts from the Home screen, do one of the following:

   1. • Click Accounts on the navigation panel.
      • Click Areas > Accounts on the menubar.
      • Click the down arrow next to Home on the options bar and select Accounts.
      • Click Locate on the options bar.

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

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

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

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

      • Insureds (available only if Clients is selected in the Locate Account field)
      • Prospects (available only if Clients is selected in the Locate Account field)
      • 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 Proofs of Insurance on the navigation panel or Areas > Proofs of Insurance on the menubar.
2. Click Certificates on the navigation panel.
   
   Note: You can access certificates from the Policies area by clicking Access > Proofs > Certificate of Liability Insurance or Certificate of Property Insurance on the options bar or menubar.
3. Do one of the following:
   • Click the Add button to the left of the list.
   • On the options bar, click New > Proofs > and either Certificate of Liability or Certificate of Property.
   • On the menubar, click File > New > Proofs > and either Certificate of Liability or Certificate of Property.
   • Press [Insert] on your keyboard.
   • Press [Ctrl]+N.
4. The Add a Certificate screen displays. In the Type dropdown, choose the appropriate certificate type.
   • Certificate of Liability
   • Certificate of Property
5. Enter a Description of the certificate.
6. You can click Finish or press [Enter] to end the workflow at this point. However, it is advisable to click Detail and add the rest of the certificate information at this time.
   
   Click Cancel or press [Esc] to exit the workflow without adding the certificate.
   
   Click Detail to enter more information. (Continue to step 7.)
7. The Certificate Detail screen displays. The navigation panel expands to show the available categories for the selected certificate. Click a category to show its specific sections on the certificate. Click a specific section to view or fill in the information related to that section.

8. A form displays on the right. To expand the list, click the splitter at the bottom of the list and drag the cursor down the screen.

9. Links to forms within the certificate display in the navigation panel. In general, certificates include the following:
   • Insured
     1. Amend the certificate Title if necessary.

     2. The Insured information defaults. If this must be changed, click the lookup button to the right of the Name field.

        1. Narrow the list of contacts for the selected account if necessary.

           Use the search bar to display contacts 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 contacts.

           

           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 and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and 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 category or city) 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 category or city) in the field to the right.

           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 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.
        2. Click to highlight the desired contact and click Finish.
   • Various templates
     1. To add a coverage template, click the Add button .
     2. The fields on the form are activated, allowing you to select items from the dropdown menus and type information in the fields.
   • Description of Operations (liability)

     1. Optionally click the Copy from another certificate link label.

        1. In the Available Certificates pop-up window, click the checkbox for each certificate from which to copy the Location of Premises / Description of Operations.
        2. Click Finish.
     2. Enter or update the Description of Operations.
   • Location of Premises / Description of Property (property)

     1. Optionally click the Copy from another certificate link label.

        1. In the Available Certificates pop-up window, click the checkbox for each certificate from which to copy the Location of Premises / Description of Operations.
        2. Click Finish.
     2. Enter or update the Location of Premises / Description of Operations.
        
        Note: Information entered here is applied to all holders for the certificate. See Edit Holder Information for instructions on entering information for a specific holder.
   • Special Conditions

     Enter any special conditions in the text box.

   • Attachments
     1. Click the Add button.

     2. In the Add Attachment window, select the appropriate radio button and click Continue.

     • Email

       Note: Your organization's email program must be integrated with Applied Epic to attach emails to items in Applied Epic.

       1. Click the Browse button.
       2. In the Attach Existing File window, 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 want to add the email's attachment(s), deselect the checkbox.
       4. Click Finish.
       5. In the Attach Existing File window, select the Delete original after attaching checkbox if you want to remove the email from your email program.
       6. Click Finish or press [Enter] to add the attachment.
          
          Click Cancel or press [Esc] to exit the workflow without adding the attachment. You are prompted, "Do you wish to discard changes?" Click Yes.

     • Existing client document

       1. In the Available Attachments window, select the checkboxes for all of the attachments you want to add. If needed, you can filter the list to locate the correct attachments more easily.
       2. 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. Click the Browse button.
       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. Enter or modify the Description of each attachment.
       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.
     3. To remove an attachment from the certificate, click to highlight the attachment and click Delete .
   • Holders
     1. Click on the holder whose information you wish to amend.

     2. Information for the selected holder displays in the tabs below. The tabs on this screen vary, depending on the certificate type:

     • Holders/Templates

       1. If one is selected, the holder's Lookup Code and Name display. To update this information, click the lookup button to the right of either field.

          1. Select an Account Type and click the lookup button for the Lookup code field.
          2. 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.
          3. Click to highlight the Account and click Finish.
          4. Narrow the list of contacts for the selected account if necessary.

             Use the search bar to display contacts 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 contacts.

             

             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 and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and 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 category or city) 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 category or city) in the field to the right.

             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 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.
          5. Click to highlight the desired contact and click Finish.
       2. Update the Address, Phone, and Fax information if necessary.
       3. Use the Distribute via dropdown to select the method by which each holder prefers to receive certificates. Print is selected by default, but you can also select Email, Fax, or Issue without Distributing. If you select Email, the primary contact on the holder’s account automatically populates the Email Recipients list. You can add holder email recipients from existing accounts or add holder email recipient information manually, but you must list at least one valid email recipient to distribute certificates via email.

          For quick, one-time usage, manually enter a new Certificate Holder directly from the Holders screen. Remember, though, that this information cannot be saved to an account from this area. If you want to save the contact information to an account, you must complete the Add a Contact workflow.  

          1. Click the Add button, or press [Insert] on your keyboard with focus on the Holders list.
          2. Enter the holder’s Name on the Holders/Templates tab. You can optionally enter an Address and Phone and Fax numbers as well. This information displays in the Holders list and is included if you Export Holders.

          Note: Do not use the lookup buttons when you manually enter a holder, because they disable the Change Primary Contact functionality.

          3. Select Email from the Distribute via dropdown.
          4. Click the Add button, or press [Insert] on your keyboard with focus on the Email Recipients list.
          5. The Contact Select screen displays. Select Manual contact from the Contact Type options.
          6. Enter an Email address.
          7. You must designate one email address as the Primary Contact for the holder. There are two ways to designate the Primary Contact:

          • Select the Primary email checkbox when manually entering an email address.
          • Select a Manual Contact from the Selected Contacts list and click the Change Primary Contact link label.

          Note: The primary contact is only relevant during the Export Holders action, when the email address of the primary contact is exported.

          8. Click the To, Cc, or Bcc button to add each contact to the corresponding line. To add the same contact to more than one line, select the contact or enter the email address and click the corresponding To, Cc, or Bcc button. The contacts then display in the Selected Contacts list with an X in the To, CC, or BCC column. An X in the Primary column designates the primary holder contact.
          9. You can manually enter additional Email addresses by following the process above. You can also enter Insured contacts by selecting the corresponding option from the Contact Type, selecting the contact from the Insured Contact list, and clicking the To, Cc, or Bcc button to add the Insured contact to the Selected Contacts list.
          10. Click Finish to save your changes, or click Cancel to discard them and return to the Holders screen.
          11. All manually entered contacts display Manual Contact in the Contact Name column of the Email Recipients list. To change the Primary Contact in the Email Recipients list, select a Manual Contact and click the Change Primary Contact link label.
          1. In the Email Recipients section, click the Add button, or press [Insert] on your keyboard with focus on the list.
          2. The Contact Select screen displays. Select the Contact Type:

          • Holder contact: lists all preexisting contacts on the holder’s account
          • Insured contact: lists all preexisting contacts on the insured’s account
          • Manual contact: allows you to enter an email address manually

          3. Select the existing contact from the corresponding Holder contact or Insured contact list. If you select Manual contact, enter an Email address in the corresponding field.
          4. Click the To, Cc, or Bcc button to add each contact to the corresponding line. If you want to add the same contact to more than one line, select the contact or enter the email address and click the corresponding To, Cc, or Bcc button. The contacts then display in the Selected Contacts list with an X in the To, CC, or BCC column. An X in the Primary column designates the primary Holder contact.
          5. To remove a Selected Contact, select it in the list and click the Delete button, or press [Delete] on your keyboard.
          6. Click Finish to add the Selected Contacts to the Email Recipients list, or click Cancel to discard your changes.
       4. Select the appropriate certificate templates in the dropdown menus in the Templates for this Holder section.
       5. Organizations that write business for contractors in the state of New York must include the ACORD 855 NY - New York Construction Certificate of Liability Addendum form with the certificate. If the selected holder should receive an ACORD 855 NY form, select the Include ACORD 855 NY checkbox.

     • Description of Operations (Certificate of Liability)

       1. Optionally click the Select risk detail link label.

          1. In the Available Risks pop-up window, choose the Risk type.
          2. Click to highlight the desired risk(s), pressing the [Ctrl] or [Shift] key to multi-select.
          3. Click Add and repeat the previous two steps to add another risk, or click Finish if you are done.
       2. Optionally enter a Summary of the Description of Operations.
       3. Select the Print Holder Summary checkbox if you want the summary to print on the certificate.
       4. Enter or update the Description of Operations.

     • Location of Premises/Description of Property (Certificate of Property)

       1. Optionally click the Select risk detail link label.

          1. In the Available Risks pop-up window, choose the Risk type.
          2. Click to highlight the desired risk(s), pressing the [Ctrl] or [Shift] key to multi-select.
          3. Click Add and repeat the previous two steps to add another risk, or click Finish if you are done.
       2. Optionally enter a Summary of the Location of Premises / Description of Operations.
       3. Select the Print Holder Summary checkbox if you want the summary to print on the certificate.
       4. Enter or update the Location of Premises / Description of Operations.

     • Special Conditions/Other Coverages (Certificate of Property)

       Enter any special conditions or other coverages that are holder-specific in the text box.

     • Documents Attached

       1. Holder attachments display. To add an attachment, click the Add button to the left of the list.

       2. In the Add Attachment pop-up window, click the desired radio button and then click Continue.

       • Email

         Note: Your organization's email program must be integrated with Applied Epic to attach emails to items in Applied Epic.

         1. Click the Browse button.
         2. In the Attach Existing File window, 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 want to add the email's attachment(s), deselect the checkbox.
         4. Click Finish.
         5. In the Attach Existing File window, select the Delete original after attaching checkbox if you want to remove the email from your email program.
         6. Click Finish or press [Enter] to add the attachment.
            
            Click Cancel or press [Esc] to exit the workflow without adding the attachment. You are prompted, "Do you wish to discard changes?" Click Yes.

       • Existing client document

         1. In the Available Attachments window, select the checkboxes for all of the attachments you want to add. If needed, you can filter the list to locate the correct attachments more easily.
         2. 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. Click the Browse button.
         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. Enter or modify the Description of each attachment.
         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.
       3. To disassociate an attachment from the holder, click to highlight the attachment and click Delete .

     • Holder Details

       1. Select any applicable checkboxes in the Additional Insured On section.
       2. Select any applicable checkboxes in the Subrogation Waived On section.
       3. The Issue date cannot be changed.
       4. Optionally enter the Certificate #, Revision #, and Job code.
       5. Select the Inactivate holder for this certificate checkbox if applicable. If you check this box, choose an Inactivation reason.
       6. The Named Insured information defaults. To change it, click the lookup button to the right of the Name field.
          1. Narrow the list of contacts for the selected account if necessary.

             Use the search bar to display contacts 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 contacts.

             

             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 and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and 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 category or city) 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 category or city) in the field to the right.

             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 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.
          2. Click to highlight the desired contact and click Finish.
       7. Use the Client output category field to enter insured-specific information for the holder, such as location number, contact name, or other method by which specific holders should be grouped.

     • ACORD 855 (Certificate of Liability)

       Organizations that write business for contractors in the state of New York must include the ACORD 855 NY - New York Construction Certificate of Liability Addendum form with the certificate. The data defaults on this tab if you fill in the information on the ACORD 855 tab on the General Liability or Excess Umbrella Liability screen and select the Include ACORD 855 NY checkbox on the Holders/Templates tab for this holder.

       The If no/yes, are there other options with this insurer? dropdown menu for each question (E through L on the printed form) is conditional. Your Yes or No answer in Applied Epic determines whether the No changes made or No other option is available with this insurer checkbox for each corresponding question is checked (Epic answer is No) or left unchecked (Epic answer is Yes) on the printed form.

   • Remarks
     1. To add a remark, click the Add button .
     2. Select the Print on form checkbox if this remark should print on the certificate.
     3. Enter a brief Description for the remark.
     4. Enter the remark in the large text box.
     5. To remove a remark, click Delete .
10. To close the certificate, click the X next to the certificate on the navigation panel. Your changes are saved automatically.