Issue a Certificate

You can issue a certificate of insurance to provide basic policy information and proof of insurance to a client, vendor, holder, or another person. Certificates can be issued to multiple holders as needed. If you only need to issue the certificate to one holder, see Issue a Certificate to a Single Holder.

If you need to include an attachment with a certificate, the attachment must be one of the following file types: PDF, DOC, DOCX, DOCM, XLS, XLSX, XLSM, CSV, TXT, TIF, TIFF, GIF, GIFF, JPG, JPEG, JPE, BMP, or MSG.

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.
1. In the Locate account dropdown menu, select Client.
2. In the Locate by dropdown menu, select the appropriate option.
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 Proofs of Insurance on the navigation panel or Areas > Proofs of Insurance on the menubar.
Click Certificates on the navigation panel.

Note: You can access certificates from the Policies area by clicking Access > Proofs > Certificate of Liability or Certificate of Property on the options bar or menubar.
A list of certificates for the selected customer displays. Change the certificates that display in the list if necessary.
1. Click the word Certificates in the view filter.
A list of choices displays:
1. - Liability
  - Property
  - Intermodal Interchange
  - Holder
1. Click on the appropriate selection.
Use the search bar to display certificates 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 certificates.
Selecting multiple criteria performs an "and" search (for example, issued certificates with a specific Line Type).
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.

Click on the appropriate certificate in the list.

Do one of the following:

Click Actions > Issue Certificate on the options bar.
Click Actions > Issue Certificate on the menubar.
Right click the certificate and select Issue Certificate.

Note: You can also click Actions > Issue Certificate from the Certificate Detail screen.

The Issue Certificate window displays. Optionally click the Contact name lookup button

. Click to highlight the correct name in the available policy serving contacts list, and then click Finish.

The screen contains these tabs, depending on your agency's Company Distribution selection in Certificate Configuration for the type of certificate you are issuing:

Forms
1. Select the Automatically include supplemental forms and overflows checkbox if desired.
2. The Forms tab lists the forms that are associated with this certificate.
  
  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.
  
  These forms print in the order in which they display in the list. To move an item up or down in the list, click the item and then click the up arrow or down arrow as necessary.
3. To add a form that is not listed, click the Add button , select the checkbox next to the desired form(s) in the pop-up window that displays, and click Finish or press [Enter].
  
  Note: Click Cancel to close the Available Forms window without adding any more forms.
  
  To remove a form from the list of forms to be submitted, select the appropriate item in the list and click the Delete button or press [Delete] on your keyboard.
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.
1. Ensure that the correct Line of business is selected.
2. From the Name field, select the name of the agency, branch, or department.
3. To change the Address, click the magnifying glass 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 Organization Contact Configuration to ensure that the address has been entered and associated to the correct structures.
4. Revise the Phone, Fax, and Email fields as necessary. You can click the email icon to launch a new email message from this screen.
5. In the License frame, select Print license # if applicable. Determine whether the license number for the Agency or Branch should be printed.
Holder Distribution
1. Optionally set the distribution order. This is the order in which the holders print. When you set the distribution order, you also have the option to save a PDF copy of the certificate. See Certificate Configuration for more information about configuring default distribution order settings.
  1. Click the Set Distribution Order link label.
  2. In the Set Client Pack Order frame, select a radio button to determine the sort order.
  3. If you chose Custom Sort, select a 1st Sort Order and optionally choose a 2nd Sort Order and 3rd Sort Order.
  4. The fields in the Destination Folder for Local Copies frame default based on the Certificate Configuration for your organization:
  The destination of the saved items depends on the way you access Applied Epic:
  - If you access Applied Epic through a web browser, the items save to your browser's default Downloads folder.
  - If Applied Epic is installed locally on your computer, you are prompted to select the destination.
  1. If the Print Options are available to you, optionally select the Group certificates by number of pages and/or Print separator page checkboxes.
  2. Click Preview to preview the order in which the holders will print.
    
    Click Finish to return to the Issue Certificate screen.
When issuing certificates on large accounts, you might be producing two packs: a client (insured) pack and a holder pack. In the client pack, the certificates issued for each holder on the policy should be ordered by the Set Distribution Order.

The Holder pack, on the other hand, should be ordered based on the number of pages that make up each certificate so that all one-page certificates print together followed by a separator page with the Heading "One Page Certificates." Two-page certificates print together next, and then a separator page, and then three-page certificates and so on.

Once the certificates print, you can use the separator page to quickly separate the documents by page number to be fed through an envelope stuffing machine
1. Select the columns you wish to view in the distribution list if desired.
  1. Click the Select Columns link label.
  2. Select the checkbox for each column you wish to display.
  3. Click Finish or press [Enter].
2. To change the circumstances under which you are notified that the certificate has been issued, 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
3. Select the checkbox for each holder to be included, or click Select All to choose all of the holders for the certificate.
4. Click on a selected holder in the list. The Holder name defaults but can be changed if necessary.
5. When the insured is highlighted in the Holder list, the main contact for the account defaults in the Contact field. To choose a different contact on that account, click the lookup button to the right of the Contact field and select the appropriate person in the pop-up window that displays.
6. 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 fields (separating them 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 selections is 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.
    
    To send an email with the same Subject and/or Message to another recipient in a separate email, click the Apply To link label in the Email/Fax Detail header.
    
    Select/Deselect the Subject and Message checkbox(es) as needed.
    
    Select the checkbox for each recipient to which the email subject and/or message apply. To apply it to all listed recipients, click the Select All link.
    
    In the Delivery Options frame, choose to send the email Now, or Schedule to send it 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.
  - Issue Without Distributing
  - 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.
7. Note: If the insured is highlighted in the list, the preferred contact method for the account defaults into the Via field. For all other contacts, the default selection is Print.
1. Select the Issue insured copy only checkbox if applicable.
2. Choose a Scanned Signature if desired.
3. Optionally select the Print holder attachments checkbox.
4. Repeat steps e through j for each selected holder.
Company Distribution
1. Click the Refresh link label to populate the list with the companies that are associated with the holders that are selected on the Holder Distribution tab.
2. To change the circumstances under which you are notified that the certificate has been issued, 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
3. Select the checkbox for each company to be included, or click Deselect All to deselect all of the companies.
4. To choose a contact to whom to send the certificate, click the lookup button to the right of the Contact field and select the appropriate person in the pop-up window that displays.
5. In the Via field, choose the desired contact method:
1. - 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 fields (separating them 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 selections is 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.
    
    To send an email with the same Subject and/or Message to another recipient in a separate email, click the Apply To link label in the Email/Fax Detail header.
    
    Select/Deselect the Subject and Message checkbox(es) as needed.
    
    Select the checkbox for each recipient to which the email subject and/or message apply. To apply it to all listed recipients, click the Select All link.
    
    In the Delivery Options frame, choose to send the email Now, or Schedule to send it 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.
  - Issue Without Distributing
  - 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.
    
    Click Finish.
  Note: The default selection is Print.

Note: You must fill out the Distribution tab(s).

Click Finish or press [Enter] to complete the process.

Note: If the number of pages to be printed meets or exceeds 1000, Applied Epic prompts you to save the PDF file locally; from there it can be printed more efficiently.

Click Preview to see a copy of the issued certificate before it prints.

Click Cancel or press [Esc] to exit the workflow without issuing a certificate.