When you receive a large volume of policy downloads, manually closing activities on the associated policies can be a time-consuming process. You have the option to close specific activities automatically when Policy Download is run for a given Company Status Code. Any activities closed automatically will display a note indicating that they were closed by Download and the date they were closed.
Regardless of the options you configure, Download only closes activities automatically when a one-to-one relationship exists between the activity and the policy updated by Download. If two activities with the same activity code are open on a policy when Download is run, Download leaves both activities open, as it cannot determine which one to close. Auto-close functionality does not affect activities that are already closed before Policy Download runs.
Activities containing open tasks do not close automatically when their activity code is configured to remain open if open tasks exist (in Activity Code Configuration).
This article explains how Download determines which activities to close in a variety of situations, with examples of auto-close behavior for both policy changes and renewals. For instructions on adding the activity codes you want to auto-close for a selected Company Status Code, see Company Interface Configuration.
In these examples, the Policy Change (PCH) status code is configured to auto-close activities with the activity code CHGR – Change Request. This chart shows which activities on the policy will auto-close when an endorsement is downloaded.
| Activities open on the policy | Result |
CHGR – Change Request EDOC – eDoc Attachment |
The policy is updated and the open CHGR – Change Request activity is closed. Download does not affect the other activity. |
CHGR – Change Request CHGR – Change Request EDOC – eDoc Attachment |
The policy is updated and both open CHGR – Change Request activities remain open. Download does not affect the other activity. |
| EDOC – eDoc Attachment | The policy is updated and Download does not affect the activity. |
In the following example, the Policy Change (PCH) status code is configured to auto-close activities with the activity codes CHGR – Change Request and EDOC - eDoc Attachment. This chart shows which activities on the policy will auto-close when an endorsement is downloaded.
| Activities open on the policy | Result |
CHGR – Change Request EDOC – eDoc Attachment |
The policy is updated and the open CHGR – Change Request and EDOC – eDoc Attachment activities are closed. |
In these examples, the Renewal/Renewal Image (RWL) status code is configured to auto-close activities with the activity codes CHGR – Change Request and EDOC - eDoc Attachment. This chart shows which activities on the current policy and renewal policy will auto-close when a renewal is downloaded.
| Activities open on the current policy | Activities open on the renewal policy | Result |
CHGR – Change Request EDOC – eDoc Attachment |
CHGR – Change Request EDOC – eDoc Attachment |
Attachment Download replaces the existing renewal policy and closes the open CHGR – Change Request and EDOC – eDoc Attachment activities on it. Download does not affect the activities on the expiring policy. |
CHGR – Change Request EDOC – eDoc Attachment |
N/A (Download creates the renewal policy) |
Only the expiring policy exists in the system when Download runs. Download creates the renewal policy and closes the open CHGR – Change Request and EDOC – eDoc Attachment activities on the expiring policy. |