Company Interface Configuration

The settings you configure in this area enable your organization to process interface transactions received from companies. You can set up actions, billing options, and coverages specific to individual companies.

If you would like multiple companies to have identical Interface settings (or if you would like a convenient starting point when setting up a carrier with similar settings to an existing carrier), you can use the Copy Interface Setup action. This action saves your agency personnel valuable time on manual data entry.

1. From the Home screen, do one of the following:
   
   • Click Configure on the navigation panel.
   • Click the down arrow next to Home on the menubar and select Configure.
   • Click Areas > Configure on the menubar.

From any other area of the program, do one of the following:

2. • Click the down arrow to the right of the Home options bar button and select Configure.
   • Click Home > Configure on the menubar. The Configure screen displays.

2. Click Interface on the navigation panel or Areas > Interface on the menubar.
3. Click Company on the navigation panel.
4. The Company Interface Setup screen displays. The list at the top contains the issuing companies that are in your system.
   To print the list, click the Print button to the left of the list.
5. Information for the highlighted company displays on the tabs below the list. Click on a company to view or edit its interface configuration information.
6. Click the Edit button to the left of the list.

The screen contains the following tabs:

1. • Download Options
     1. A list of applications and their corresponding policy types displays. To change the policy type for an applications, click on the application and do one of the following:
     • Click the Edit button .
     • Double click the application.
     • Press [Enter].
     2. The Policy Type window displays. Choose the Policy Type you want download to use for the given application detail. (These policy types come directly from the Policy Types in your system.)
        
        If you do not set up a policy type for an application detail, you will not be able to download those lines of business from a given issuing company.
        
        Note: Click Next or Previous to cycle forward or backward through the application details.
     3. Click Finish or press [Enter] to save your changes.
        
        Click Cancel or press [Esc] to close the window without changing the policy type. You are prompted: "Do you wish to discard changes?" Click Yes.
     4. optionally enter the Download Origination address.
     5. If you want Download to update your list of company unique coverage codes, select the Add company unique coverages codes to additional coverages code list checkbox. These additional coverages will be added to the Additional Coverages list.
     6. If you would like to print a report when Download changes a premium by a specific amount or percentage, enter amounts and percentages for personal lines received and commercial lines received in the Exception Report section.
        
        You can also generate activities automatically when a premium change exceeds the threshold you specify here. Configure this option on the Status Codes tab (see section below).
   • Status Codes

     You can configure Policy Download by structure per status code and per Issuing Company, or Billing Company to accommodate workflows that vary by structure and/or by download entity. When a policy is downloaded, the system uses the settings configured for the download entity (the ICO/BCO for IBC download). If the downloaded policy matches an existing policy in Epic, the system can additionally update it based on any settings you have configured for the associated structure.

     You do not have to define structure-specific settings. If you want the same Download settings to apply for all structures, you can define a single instance of each status code/download entity combination. Only configure structure-specific settings for options that you want to work differently than the default for particular status code/download entity combinations.

     Note that if Download does not find an exact structure match, it searches the configured structure combinations for the closest match (matching on Agency first, then Branch, then Department, then Profit Center). If no part of the structure matches, the system uses the default status code.

     Applied recommends clearing Policy Suspense before making changes to your Status Codes, as these changes may be applied to existing items in Suspense only partially or in unexpected ways.

     1. Adding an activity code to any of the status codes listed enables the Default Who/Owner options. Select Employee or Work Group, then select a specific employee or work group from the dropdown menu. This employee or work group is assigned activities created by Download when no Default Who/Owner for these activities is defined at the client level.

     2. In the Premium Settings section, select the Personal and/or Commercial checkbox to define premium settings for that type of business.

     3. If you selected either or both of the checkboxes in the previous step, select a Level affected and an Update premium option for them.

     If you select Annualized for Update Premium, select an Annualized calculation type:

     • Term: Annualizes the transaction amount for the policy term
     • Actual: Transaction amount with no annualization applied
     • Yearly: Annualizes the transaction amount for the most recent anniversary year

     4. A list of status codes displays. You can do the following in the Status Codes section:
     • Edit a Default Status Code

       The settings assigned to a default status code populate on a downloaded policy when it goes to Suspense unassigned or when none of the associated structures on the downloaded policy have specific settings configured. This means that if you always want to use the same settings for a particular status code, you only need to configure the default code.

       You can turn off download for a default status code by leaving the Epic Status code field blank and Update policy status set to No.

       1. Select a default status code and click the Edit button . Default status codes display <All> in the Agency, Branch, Dept, and Prft Cntr columns.

       2. The Policy / Activity Code & Status window displays. Select the Policy Status Code from the dropdown menu. To add items to this list, see Policy Status Configuration.

       3. The Update policy status option defaults to No. Click Yes to allow Policy Download to update the status of a policy in your system when this status code is received. Please note that if the policy in your system has a status code that is set to retain its line status regardless of download transactions (as set up in Policy Status Configuration), the policy’s status will not update, even if you select this option. In this situation, a message will display on the Communication Log notifying you that the status has not changed.

       4. The Update Premium(s) option defaults to No. Click Yes to allow Download to update the policy’s premiums automatically if the Premium Settings are configured for this transaction type. Be aware that not all Download transactions can update premiums.

       5. If you selected Cancellation (XLN), you can customize the Policy Status and the Policy download activity with a specific Cancellation Reason Code. Reason codes can provide a more precise explanation of the reason a policy was cancelled (instead of a generic Cancelled status). The policy’s line status reflects the reason for a cancellation.

       To define cancellation reasons, click the Add button beside the Override Status and Activity settings based on Cancellation Reasons list.

       1. The Cancellation Reason Code window displays. You can define one policy status and activity code per cancellation reason code (a one-to-one relationship), associate a policy status and an activity code to multiple cancellation reason codes, or set a single policy status and activity code for all cancellation reason codes. Filter the list of cancellation reasons if necessary.

          Use the search bar to display cancellation reasons that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ).

          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.
          • Begins With: Enter at least the first character of the search criterion.
          • Contains: Enter at least one character of the search criterion (e.g., part of the description) 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 (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.

       2. Select the checkbox beside each cancellation reason code you want to define, or click the Select All link label to select all the cancellation reason codes listed.

       3. The Update policy status selection defaults to Yes. Select No if you do not want to update the policy status with the selected cancellation reasons.

       4. If you selected Yes, select a Policy Status Code from the dropdown menu.

       5. If you want activities generated for the selected cancellation reasons to use a specific activity code, select an activity code from the Policy download activity dropdown menu.
          
          If you leave this field blank, the activities will use the code in the Default policy download field. If both fields are blank, no activity will generate.
          
          If you configure an activity to be created by Download, the policy number sent by the carrier populates in the activity’s Notes field and the full term premium populates in its Amount field.

       6. Click Add to define additional cancellation reasons.
          
          Click Finish when you have defined all of your cancellation reasons.

       7. The cancellation reasons you defined display in the list. Depending on the cancellation reason’s policy status settings, the Policy Status field may be required.
          
          To edit a cancellation reason’s settings, do the following,

       1. Select the cancellation reason in the list and click the Edit button.

       2. Revise the settings in the Edit Cancellation Reason Code window, then click Finish.

       To remove a cancellation reason, select it and click the Delete button.

       6. Specify whether activities for Policy download, Premium increase, and Premium decrease are created as Open, Default, or Closed. The Default option uses the selected activity code’s setting in Activity Code Configuration.
          
          Please note, however, that if the activity is configured as Open in Activity Code Configuration and it contains tasks, Download can only close it if the Activity can be closed with open tasks checkbox is selected on the Basic Settings tab.
          
          If download creates a closed activity, the Closed by field displays DOWNLOAD and the Closed Status displays Successful.

       7. Specify Activity Codes for Policy download, Premium increase, and Premium decrease if applicable. To add an activity to this menu, see Activity Code Configuration.
          
          If you configure an activity to be created for Policy download, the policy number sent by the carrier populates in the activity’s Notes field and the policy changed premium (referred to as “net change premium” in the CSIO standards) or the full term premium populates in its Amount field.
          
          The Premium increase and Premium decrease activities are generated when Download changes a premium by the percentage specified in the Exception Report section of the Download Options tab.

       8. You can close specific activities automatically when Policy Download runs for a given Company Status Code. Activities can only close automatically if a single open activity exists per activity code on the associated item. To learn more about this functionality, see Auto-Close Activities for Policy Download.

       Specify the activity codes you want to close automatically for the selected Company Status Code.

       1. Click the Add button beside the Auto-Close Activity Codes list.
          
          The Available Activity Codes window displays. Filter the list of activity codes if necessary.

          Use the search bar to display activity codes that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ).

          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.
          • Begins With: Enter at least the first character of the search criterion.

          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.

       2. Select the checkbox beside each activity code you want to add, then click Finish.

       3. The activity codes display in the list. To remove an activity code, click the Delete button beside the list.
          
          Any activities closed automatically display a note indicating that they were closed by Download, with the date of this action.

       9. Once you have finished setting up the default status code, do one of the following:

       • Click Previous to return to the previous Status Code in the list.

       • Click Next to proceed to the next Status Code in the list.
         
         Note: The Previous and Next buttons automatically save changes made to the selected Status Code.
         

       • Click Finish to close the pop-up and save your changes.

       • Click Cancel to exit without saving changes to the selected Status Code.

        

     • Copy a Status Code

       You can make a copy of a default or structure-specific status code. Copying a code allows you to take an existing code’s settings as a starting point when configuring settings for a different structure.

       You can turn off download for a structure-specific status code by leaving the Epic Status code field blank and Update policy status set to No.

       1. Select the status code you want to copy in the list, then click the Add button beside the list.

       2. The Available Structures window displays. Click Locate to display all structures that do not already have this status code configured for this company/broker.
          
          To filter the list of available structures, do the following:

       1. Select an Agency, Branch, Department, and/or Profit center.

       2. Click Locate. The structure displays in the list. If you leave any selections set to All, the list displays all possible combinations.

       Select the checkbox beside each structure you want to use this status code configuration. Click the Select All link label to choose all combinations listed. Click Finish.

       3. The Policy / Activity Code & Status window displays. Click the Structures link label to open the Available Structures window to review or revise your structure selections. The last structure you located displays in the Agency, Branch, Department, and Profit Center fields. The list is blank until you click Locate.

       4. Select the Policy Status Code from the dropdown menu. To add items to this list, see Policy Status Configuration.

       5. Change the Update policy status selection if necessary. Selecting Yes allows Policy Download to update the status of a policy in your system when this status code is received. Please note that if the policy in your system has a status code that is set to retain its line status regardless of download transactions (as set up in Policy Status Configuration), the policy’s status will not update, even if you select this option. In this situation, a message will display on the Communication Log notifying you that the status has not changed.

       6. Change the Update Premium(s) selection if necessary. Selecting Yes allows Download to update the policy’s premiums automatically if the Premium Settings are configured for this transaction type. Be aware that not all Download transactions can update premiums.

       7. If you selected Cancellation (XLN), you can customize the Policy Status and the Policy download activity with a specific Cancellation Reason Code. Reason codes can provide a more precise explanation of the reason a policy was cancelled (instead of a generic Cancelled status). The policy’s line status reflects the reason for a cancellation.

       To define cancellation reasons, click the Add button beside the Override Status and Activity settings based on Cancellation Reasons list.

       1. The Cancellation Reason Code window displays. You can define one policy status and activity code per cancellation reason code (a one-to-one relationship), associate a policy status and an activity code to multiple cancellation reason codes, or set a single policy status and activity code for all cancellation reason codes. Filter the list of cancellation reasons if necessary.

          Use the search bar to display cancellation reasons that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ).

          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.
          • Begins With: Enter at least the first character of the search criterion.
          • Contains: Enter at least one character of the search criterion (e.g., part of the description) 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 (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.

       2. Select the checkbox beside each cancellation reason code you want to define, or click the Select All link label to select all the cancellation reason codes listed.

       3. The Update policy status selection defaults to Yes. Select No if you do not want to update the policy status with the selected cancellation reasons.

       4. If you selected Yes, select a Policy Status Code from the dropdown menu.

       5. If you want activities generated for the selected cancellation reasons to use a specific activity code, select an activity code from the Policy download activity dropdown menu.
          
          If you leave this field blank, the activities will use the code in the Default policy download field. If both fields are blank, no activity will generate.
          
          If you configure an activity to be created by Download, the policy number sent by the carrier populates in the activity’s Notes field and the full term premium populates in its Amount field.

       6. Click Add to define additional cancellation reasons.
          
          Click Finish when you have defined all of your cancellation reasons.

       7. The cancellation reasons you defined display in the list. Depending on the cancellation reason’s policy status settings, the Policy Status field may be required.
          
          To edit a cancellation reason’s settings, do the following,

       1. Select the cancellation reason in the list and click the Edit button.

       2. Revise the settings in the Edit Cancellation Reason Code window, then click Finish.

       To remove a cancellation reason, select it and click the Delete button.

       8. Specify whether activities for Policy download, Premium increase, and Premium decrease are created as Open, Default, or Closed. The Default option uses the selected activity code’s setting in Activity Code Configuration.
          
          Please note, however, that if the activity is configured as Open in Activity Code Configuration and it contains tasks, Download can only close it if the Activity can be closed with open tasks checkbox is selected on the Basic Settings tab.
          
          If download creates a closed activity, the Closed by field displays DOWNLOAD and the Closed Status displays Successful.

       9. Specify Activity Codes for Policy download, Premium increase, and Premium decrease if applicable. To add an activity to this menu, see Activity Code Configuration.
          
          If you configure an activity to be created for Policy download, the policy number sent by the carrier populates in the activity’s Notes field and the policy changed premium (referred to as “net change premium” in the CSIO standards) or the full term premium populates in its Amount field.
          
          The Premium increase and Premium decrease activities are generated when Download changes a premium by the percentage specified in the Exception Report section of the Download Options tab.

       10. You can close specific activities automatically when Policy Download runs for a given Company Status Code. Activities can only close automatically if a single open activity exists per activity code on the associated item. To learn more about this functionality, see Auto-Close Activities for Policy Download.

       Specify the activity codes you want to close automatically for the selected Company Status Code.

       1. Click the Add button beside the Auto-Close Activity Codes list.
          
          The Available Activity Codes window displays. Filter the list of activity codes if necessary.

          Use the search bar to display activity codes that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ).

          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.
          • Begins With: Enter at least the first character of the search criterion.

          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.

       2. Select the checkbox beside each activity code you want to add, then click Finish.

       3. The activity codes display in the list. To remove an activity code, click the Delete button beside the list.
          
          Any activities closed automatically display a note indicating that they were closed by Download, with the date of this action.

       11. Click Finish or press [Enter] to add the structure-specific status codes to the Status Codes list with the settings displayed in the Policy / Activity Code & Status window, or click Cancel or press [Esc] to close the window without adding the codes.
           
           To make changes to structure-specific status codes after adding them, you must edit them separately.

     • Edit a Structure-Specific Status Code
       1. Select a structure-specific status code and click the Edit button .
       2. The Policy / Activity Code & Status window displays. Modify the following policy settings as necessary.
       • Select a different Policy Status Code from the dropdown menu.
       • Change the Update policy status option.  
       • Change the Update Premium(s) option.
       3. If you selected Cancellation (XLN), you can customize the Policy Status and the Policy download activity with a specific Cancellation Reason Code.

       To define cancellation reasons, click the Add button beside the Override Status and Activity settings based on Cancellation Reasons list.

       1. Select the checkbox beside each cancellation reason code you want to define, or click the Select All link label to select all the cancellation reason codes listed.

       2. The Update policy status selection defaults to Yes. Select No if you do not want to update the policy status with the selected cancellation reasons.

       3. If you selected Yes, select a Policy Status Code from the dropdown menu.

       4. If you want activities generated for the selected cancellation reasons to use a specific activity code, select an activity code from the Policy download activity dropdown menu.
          
          If you leave this field blank, the activities will use the code in the Default policy download field. If both fields are blank, no activity will generate.
          
          If you configure an activity to be created by Download, the policy number sent by the carrier populates in the activity’s Notes field and the full term premium populates in its Amount field.

       5. Click Add to define additional cancellation reasons.
          
          Click Finish when you have defined all of your cancellation reasons.
          
          To edit a cancellation reason’s settings, do the following,

       1. Select the cancellation reason in the list and click the Edit button.

       2. Revise the settings in the Edit Cancellation Reason Code window, then click Finish.

       To remove a cancellation reason, select it and click the Delete button.

       4. Specify whether activities for Policy download, Premium increase, and Premium decrease are created as Open, Default, or Closed. The Default option uses the selected activity code’s setting in Activity Code Configuration.

       5. Modify the Activity Codes selections for Policy download, Premium increase, and Premium decrease if applicable.

       6. Specify the activity codes you want to close automatically for the selected Company Status Code.

       1. Click the Add button beside the Auto-Close Activity Codes list.

       2. Select the checkbox beside each activity code you want to add, then click Finish.

       3. The activity codes display in the list. To remove an activity code, click the Delete button beside the list.
          
          Any activities closed automatically display a note indicating that they were closed by Download, with the date of this action.

       7. Once you have finished setting up the status code, do one of the following:

       • Click Previous to return to the previous Status Code in the list.

       4. Click Next to proceed to the next Status Code in the list.
          
          Note: The Previous and Next buttons automatically save changes made to the selected Status Code.
          

       5. Click Finish to close the pop-up and save your changes.

       6. Click Cancel to exit without saving changes to the selected Status Code.

     • Delete a Structure-Specific Status Code

       Only copied structure-specific status codes can be deleted. You cannot delete a default status code.

       1. Click to highlight the status code.
       2. Do one of the following:
       • Click the Delete button beside the list.
       • Press [Delete] on your keyboard.
       3. You are prompted, "Do you wish to delete this record?" Click Yes.
     • Print a List of Status Codes
       1. Click the Print button to the left of the list.
       2. The Print window displays. Print this as you would any other document.
   • IBC

     You can only add IBC codes to issuing companies (not to billing companies). The IBC codes you set up will be available for selection on all Real-Time transactions except Premium Finance.

      

     You can do the following on this tab:

     •  Add an IBC Code
       1. Do one of the following:
       • Click the Add button to the left of the list.
       • With focus on the list, press [Insert] on your keyboard.
       2. The Add IBC Code window displays. Enter the appropriate IBC Code.
       3. Enter a Description of the code.
       4. Click Add to save this code and enter a new one.
          
          Click Finish or press [Enter] to add the IBC Code.

       Click Cancel or press [Esc] to close the window without adding the IBC Code. You are prompted: "Do you wish to discard changes?" Click Yes.

     •  Edit an IBC Code
       1. Click to highlight the NAIC code to be edited, and then do one of the following:
       • Click the Edit button to the left of the list.
       • Double click the NAIC code.
       • Press [Enter].
       2. The Edit IBC Code window displays. Amend the IBC Code if necessary.
       3. Amend the code's Description if applicable.
       4. Click Finish or press [Enter] to add the IBC Code.

       Click Cancel or press [Esc] to close the window without changing the IBC Code.

     •  Delete an IBC Code
       1. Click to highlight the IBC code to be deleted.
       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 IBC Codes
       1. Click the Print button to the left of the list.
       2. The Print window displays. Print this as you would any other document.
   • Contract Numbers

     You can do the following on this tab:

     • Add a Contract Number
       1.  Do one of the following:
       • Click the Add button to the left of the list.
       • With focus on the list, press [Insert] on your keyboard.
       2. In the Add Agency Code window that displays, do one of the following:
       • Use the Agency, Branch, Department, and Profit Center structure filters to narrow the search results, and then click Locate to display only organizations matching the selected structure.
       • Click Select All to display all available organizations.
       3. Click the checkbox next to each organization you wish to select in the list. Click the Select All link label to choose all of the listed organizations.
       4. Enter the Agency Code.
       5. Enter a Description of the agency code.
       6. Use the checkboxes to indicate whether this Contract is associated with Download, Real-Time, or both.
       7. Click Add to save this contract and enter a new one.
          
          Click Finish or press [Enter] to add the contract number.
          
          Click Cancel or press [Esc] to close the window without adding the contract number. You are prompted: "Do you wish to discard changes?" Click Yes.
     • Edit a Contract Number
       1.  Click to highlight the contract number and then do one of the following:
       • Click the Edit button to the left of the list.
       • Double click the contract number.
       • Press [Enter].
       2. The Edit Agency Code window displays. Update the Agency Code if necessary.
       3. Update the agency code’s Description if applicable.
       4. Select checkboxes to indicate whether this Contract is associated with Download, Real-Time, or both.
       5. Click Finish or press [Enter] to add the contract number.
          
          Click Cancel or press [Esc] to close the window without making any changes.
     • Delete a Contract Number
       1. Click to highlight the contract.
       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 Contract Numbers
       1. Click the Print button to the left of the list.
       2. The Print window displays. Print this as you would any other document.
   • Producer Subcodes

     You can do the following on this tab:

     • Add a Producer Subcode
       1. Do one of the following:
       • Click the Add button to the left of the list.
       • With focus on the list, press [Insert] on your keyboard.
       2. The Add Producer Subcode window displays. Select the appropriate Code from the dropdown list.
       3. Enter a Subcode.
       4. Click Add to save this subcode and enter a new one.
          
          Click Finish or press [Enter] to add the producer subcode.

       Click Cancel or press [Esc] to close the window without adding the producer subcode. You are prompted: "Do you wish to discard changes?" Click Yes.

     • Edit a Producer Subcode
       1. Click to highlight the producer subcode to be edited ted, and then do one of the following:
       • Click the Edit button to the left of the list.
       • Double click the producer subcode.
       • Press [Enter].
       2. The Edit Producer Subcode window displays. Amend the Subcode.
       3. Click Finish or press [Enter] to save the amended producer subcode.

       Click Cancel or press [Esc] to close the window without changing the producer subcode.

     • Delete a Producer Subcode
       1. Click to highlight the producer subcode to be deleted.
       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 Producer Subcodes
       1. Click the Print button to the left of the list.
       2. The Print window displays. Print this as you would any other document.
   • Automated Download Invoicing

     The transaction codes you set up here will be available for selection from the Transaction code dropdown when users assign Automated Downloading Invoicing items in Suspense.

     1. In the Agency Bill section, select the appropriate checkbox(es):
     • Receive agency bill transactions
     • Update premium/commission
     2. In the Direct Bill section, select the appropriate checkbox(es).
     • Receive direct bill transactions
     • Update premium/commission
     3. In the Transactions section, choose the appropriate radio button:
     • Policy
     • Line

     You can do the following in the Automated Transaction Code Detail section:

     • Add an Automated Transaction Code

       1. Do one of the following:
          • Click the Add button to the left of the list.
          • With focus on the list, press [Insert] on your keyboard.
       2. Select the correct Application Detail by clicking the checkbox beside the desired application. Click the Select All link label to choose every application.
       3. Select the appropriate Transaction type.
       4. Choose the correct Transaction Code.
          
          Note: See Transaction Code Configuration for instructions on adding, editing, and removing transaction codes.
       5. Choose the correct Bill type.
       6. Click the appropriate radio button:
       • Full term premium
       • Net change premium

       Note: The radio button defaults based on Applied Systems' recommendations. The selection can be changed based on your agency's preference, but ensure that you are familiar with the way the carriers send this information before making such decisions.

       7. If you chose Agency or Both as the Bill Type, select the Generate government tax/fee checkbox if you want to automatically generate a government tax/fee transaction for this transaction type.
          
          The Generate tax/fee checkbox was designed for Canadian brokerages and should be used with caution. Selecting this checkbox automatically generates a government tax/fee transaction for this transaction type.
       8. If you chose NBS – New Business as the Transaction Type, select the Process Multi-Year as RWL checkbox if you want new business policies that are in effect for more than one year to be accounted for as new business the first year and renewals on subsequent years.
       9. Click Add to save this code and enter a new one.
          
          Click Finish to add the automated transaction code.
          
          Click Cancel or press [Esc] to close the window without adding the automated transaction code. You are prompted: "Do you wish to discard changes?" Click Yes.

     • Edit an Automated Transaction Code

       1. Click to highlight the automated transaction code to be edited, and then do one of the following:
       • Click the Edit button to the left of the list.
       • Double click the automated transaction code.
       • Press [Enter].
       2. The Edit Automated Transaction Code window displays. Amend the Transaction Code and Bill type as necessary.
       3. Click the appropriate radio button:
          • Full term premium
          • Net change premium

          Note: The radio button defaults based on Applied Systems' recommendations. The selection can be changed based on your agency's preference, but ensure that you are familiar with the way the carriers send this information before making such decisions.If you chose Agency or Both as the Bill Type, select the Generate government tax/fee checkbox if you want to automatically generate a government tax/fee transaction for this transaction type.

       4. The Generate tax/fee checkbox was designed for Canadian brokerages and should be used with caution. Selecting this checkbox automatically generates a government tax/fee transaction for this transaction type.
       5. If NBS – New Business is the Transaction Type, select the Process Multi-Year as RWL checkbox if you want new business policies that are in effect for more than one year to be accounted for as new business the first year and renewals on subsequent years.
       6. Click Finish or press [Enter] to save the amended automated transaction code.
          
          Click Cancel or press [Esc] to close the window without changing the automated transaction code.

     • Delete an Automated Transaction Code

       1. Click to highlight the automated transaction code to be deleted.
       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 Automated Transaction Codes

       1. Click the Print button to the left of the list.
       2. The Print window displays. Print this as you would any other document.
   • eDocs & Messages

     You can configure eDocs & Messages download by structure per eDoc type and per Issuing Company or Billing Company to accommodate workflows that vary by structure and/or by download entity. When an eDoc is downloaded, the system uses the settings configured for the download entity (the ICO/BCO for IBC download). If the eDoc matches a policy, the system can additionally update it based on any settings you have configured for the associated structure.

     Note that if Download does not find an exact structure match, it searches the configured structure combinations for the closest match (matching on Agency first, then Branch, then Department, then Profit Center). If no part of the structure matches, the system uses the default eDoc type.

     You do not have to define structure-specific settings. If you want the same Download settings to apply for all structures, you can define a single instance of each eDoc type/download entity combination. Only configure structure-specific settings for options that you want to work differently from the default for a particular eDoc type/download entity combination.

     Applied recommends clearing eDocs & Messages Suspense before updating your eDoc types, as these changes may be applied to existing items in Suspense only partially or in unexpected ways.

     1. Select the Accept eDocs & Messages checkbox to allow your system to process eDocs and Messages from the selected company and to activate the Default Who/Owner options.

     1. Select the Employee or Work Group radio button.

     2. Select a specific employee or work group from the dropdown menu. This employee or work group is assigned activities created by Download when no Default Who/Owner for these activities is defined at the client level.

     2. You can do the following in the eDocs and Attachments section:

     • Edit a Default eDoc Type

       The settings assigned to a default eDoc type populate on a downloaded eDoc when it goes to Suspense unassigned or when none of its associated structures have specific settings configured.

       1. Highlight a default eDoc type in the eDocs and Attachments list and click the Edit button . The eDocs & Attachments pop-up displays.
       2. The radio buttons under Acceptance Status default to Accept. You can change these selections if necessary:
       • Accept: The system accepts and processes this eDoc Type.
       • Reject: The system does not process eDocs of this type and automatically deletes them.
       • Always send to Suspense checkbox: eDocs of this type are automatically routed to Suspense for manual processing. This option is enabled only when you have selected Accept.
       3. Select an Activity Code for activities created by eDoc downloads of this type. This dropdown menu populates based on the options set up in Activity Code Configuration.
       4. Specify whether activities for this eDoc Type are created as Open, Default, or Closed. The Default option uses the selected activity code’s setting in Activity Code Configuration.
          
          Please note, however, that if the activity is configured as Open in Activity Code Configuration and it contains tasks, Download can only close it if the Activity can be closed with open tasks checkbox on the Basic Settings tab is selected.
          
          If download creates a closed activity, the Closed by field displays DOWNLOAD and the Closed Status displays Successful.
       5. Choose an Attachment Folder for attachments created by eDoc downloads of this type.

       1. Click the lookup button in the File attachments in field to locate the folder. A list of attachment folders displays.

       2. Double click the desired folder and subfolder(s) in the Attachment Folders list. If necessary, click the Up One Level button  to navigate to a higher folder level.

       3. Click Finish.

       6. The security access level defaults to Public. To restrict access, choose another option from the Security access dropdown. This dropdown menu populates based on the options set up in Attachment Access Level Configuration.

       7. If necessary, select the Do not purge checkbox to exclude eDoc attachments of this type from the Purge Attachments utility. If you select an Expire on date, the attachment will be excluded from purges until that date, after which it will become eligible for purging.

       8. Select the Client Accessible checkbox if you want eDoc attachments to be viewable from Applied CSR24 Self-Service or Applied MobileInsured. An Attachment Folder is required for attachments designated Client accessible. This checkbox only displays if the Client Access option is enabled in Attachment System Settings.

       9. To use your own attachment description on eDocs of this type, select the Override with custom attachment description checkbox. The system will use the description you configure instead of the one sent by the carrier.
          
          Some eDoc types display both a Main description and a Backup description field. The Backup description defaults if you have used a Service Summary row merge variable in the Main description and no information exists to populate it.

       1. Click the Edit custom description link label next to the Description/Main description field

       2. In the Attachment Custom Description window, the active language displays in the Language dropdown menu, based on your Primary Language in Regional Settings Configuration.

       3. Enter a new Description for attachments created by this eDoc type. To add merge variables to the description, click the Lookup button , select a description variable, and click Finish.

       1. If you have more than one language available, the Description you enter populates for every language.

       2. To change the Description that will display in a different language, select the Language from the list or the dropdown menu and enter a Description.

       3. The Update matching descriptions in other languages checkbox defaults as selected or deselected based on your previous selection for it. The option cannot be changed during this workflow.

       4. Click Finish to save your changes, or Cancel to discard them. Click Yes to confirm.
       5. If you used a Service Summary row variable in the Main description, you must also define a Backup description. The Backup description defaults if no information exists to populate the Service Summary row merge variable in the Main description.
          
          Click the Edit custom description link label beside the Backup Description field. To define the backup description, follow the steps for defining the Main description above.

       10. Do one of the following:

       • Click Previous to return to the previous eDoc Type in the list.

       • Click Next to proceed to the next eDoc Type in the list.
         
         Note: Previous and Next automatically save changes made to the selected eDoc Type.

       • Click Finish to close the pop-up and save your changes.

       • Click Cancel to exit without saving changes to the selected eDoc Type.

     • Copy an eDoc Type

       You can make a copy of a default or structure-specific eDoc type. Copying an eDoc type allows you to take the existing eDoc type’s settings as a starting point when configuring settings for a different structure.

       1. Highlight an eDoc type and then click the Add button beside the list.
       2. The Available Structures window displays. Click Locate to display all structures that do not already have this eDoc type configured for this company/broker.
          
          To filter the list of available structures, do the following:

       1. Select the Agency, Branch, Department, and/or Profit center.

       2. Click Locate. The structure displays in the list. If you leave any selections set to All, the list displays all possible combinations.

       Select the checkbox beside each structure you want to use this eDoc type configuration. Click the Select All link label to choose all combinations listed. Click Finish to continue.

       3. The eDocs & Attachments pop-up displays. Click the Structures link label to open the Available Structures window to review or revise your structure selections. The last structure you located displays in the Agency, Branch, Department, and Profit Center fields. The list is blank until you click Locate.
       4. Change the Acceptance Status selection if necessary:
       • Accept: The system accepts and processes this eDoc Type.
       • Reject: The system does not process eDocs of this type and automatically deletes them.
       • Always send to Suspense checkbox: eDocs of this type are automatically routed to Suspense for manual processing. This option is enabled only when you have selected Accept.
       5. Select an Activity Code for activities created by eDoc downloads of this type. This dropdown menu populates based on the options set up in Activity Code Configuration.
       6. Specify whether activities for this eDoc Type are created as Open, Default, or Closed. The Default option uses the selected activity code’s setting in Activity Code Configuration.
          
          Please note, however, that if the activity is configured as Open in Activity Code Configuration and it contains tasks, Download can only close it if the Activity can be closed with open tasks checkbox on the Basic Settings tab is selected.
          
          If download creates a closed activity, the Closed by field displays DOWNLOAD and the Closed Status displays Successful.
       7. Choose an Attachment Folder for attachments created by eDoc downloads of this type.

       1. Click the lookup button in the File attachments in field to locate the folder. A list of attachment folders displays.

       2. Double click the desired folder and subfolder(s) in the Attachment Folders list. If necessary, click the Up One Level button  to navigate to a higher folder level.

       3. Click Finish.

       8. Select a Security access level. This dropdown menu populates based on the options set up in Attachment Access Level Configuration.

       9. If necessary, select the Do not purge checkbox to exclude eDoc attachments of this type from the Purge Attachments utility. If you select an Expire on date, the attachment will be excluded from purges until that date, after which it will become eligible for purging.

       10. Change the Client Accessible selection if necessary. This selection makes eDoc attachments viewable from Applied CSR24 Self-Service or Applied MobileInsured. An Attachment Folder is required for attachments designated Client accessible. This checkbox only displays if the Client Access option is enabled in Attachment System Settings.

       11. To use your own attachment description on eDocs of this type, select the Override with custom attachment description checkbox. The system will use the description you configure instead of the one sent by the carrier.
           
           Some eDoc types display both a Main description and a Backup description field. The Backup description defaults if you have used a Service Summary row merge variable in the Main description and no information exists to populate it.

       1. Click the Edit custom description link label next to the Description/Main description field

       2. In the Attachment Custom Description window, the active language displays in the Language dropdown menu, based on your Primary Language in Regional Settings Configuration.

       3. Enter a new Description for attachments created by this eDoc type. To add merge variables to the description, click the Lookup button , select a description variable, and click Finish.

       1. If you have more than one language available, the Description you enter populates for every language.

       2. To change the Description that will display in a different language, select the Language from the list or the dropdown menu and enter a Description.

       3. The Update matching descriptions in other languages checkbox defaults as selected or deselected based on your previous selection for it. The option cannot be changed during this workflow.

       4. Click Finish to save your changes, or Cancel to discard them. Click Yes to confirm.
       5. If you used a Service Summary row variable in the Main description, you must also define a Backup description. The Backup description defaults if no information exists to populate the Service Summary row merge variable in the Main description.
          
          Click the Edit custom description link label beside the Backup Description field. To define the backup description, follow the steps for defining the Main description above.

       12. Click Finish or press [Enter] to add the structure-specific eDoc types to the eDocs and Attachments list, or click Cancel or press [Esc] to close the window without adding them.
           
           To make changes to structure-specific eDoc types after adding them, you must edit them separately.

     • Edit a Structure-Specific eDoc Type

       1. Select a structure-specific eDoc type and click the Edit button . The eDocs & Attachments pop-up displays.
       2. In the Acceptance Status section, change your Accept or Reject selection. If you select Accept, select or deselect the Always send to suspense checkbox if necessary.
       3. If necessary, select a different Activity Code. This dropdown menu populates based on the options set up in Activity Code Configuration.
       4. Specify whether activities for this eDoc Type are created as Open, Default, or Closed. The Default option uses the selected activity code’s setting in Activity Code Configuration.
       5. Revise the Attachment Folder path if necessary

       1. Click the lookup button in the File attachments in field to locate the folder. A list of attachment folders displays.

       2. Double click the desired folder and subfolder(s) in the Attachment Folders list. If necessary, click the Up One Level button  to navigate to a higher folder level.

       3. Click Finish.

       6. If necessary, change the Security access level. This dropdown menu populates based on the options set up in Attachment Access Level Configuration.

       7. If necessary, select the Do not purge checkbox to exclude eDoc attachments of this type from the Purge Attachments utility. If you select an Expire on date, the attachment will be excluded from purges until that date, after which it will become eligible for purging.

       8. Change the Client Accessible checkbox selection if necessary. This selection makes eDoc attachments viewable from Applied CSR24 Self-Service or Applied MobileInsured. An Attachment Folder is required for attachments designated Client accessible. This checkbox only displays if the Client Access option is enabled in Attachment System Settings.

       9. To use your own attachment description on eDocs of this type, select the Override with custom attachment description checkbox. The system will use the description you configure instead of the one sent by the carrier.
          
          Some eDoc types display both a Main description and a Backup description field. The Backup description defaults if you have used a Service Summary row merge variable in the Main description and no information exists to populate it.

       1. Click the Edit custom description link label next to the Description/Main description field

       2. In the Attachment Custom Description window, the active language displays in the Language dropdown menu, based on your Primary Language in Regional Settings Configuration.

       3. Enter a new Description for attachments created by this eDoc type. To add merge variables to the description, click the Lookup button , select a description variable, and click Finish.

       1. If you have more than one language available, the Description you enter populates for every language.

       2. To change the Description that will display in a different language, select the Language from the list or the dropdown menu and enter a Description.

       3. The Update matching descriptions in other languages checkbox defaults as selected or deselected based on your previous selection for it. The option cannot be changed during this workflow.

       4. Click Finish to save your changes, or Cancel to discard them. Click Yes to confirm.
       5. If you used a Service Summary row variable in the Main description, you must also define a Backup description. The Backup description defaults if no information exists to populate the Service Summary row merge variable in the Main description.
          
          Click the Edit custom description link label beside the Backup Description field. To define the backup description, follow the steps for defining the Main description above.

       10. Once you have finished editing the eDoc type, do one of the following:

       • Click Previous to return to the previous eDoc Type in the list.

       • Click Next to proceed to the next eDoc Type in the list.
         
         Note: Previous and Next automatically save changes made to the selected eDoc Type.

       • Click Finish to save your changes and close the pop-up.

       • Click Cancel to close the pop-up without saving changes.

        

     • Delete a Structure-Specific eDoc Type

       Only copied structure-specific eDoc types can be deleted. You cannot delete a default eDoc type.

       1. Click to highlight the eDoc type.
       2. Do one of the following:
       • Click the Delete button beside the list.
       • Press [Delete] on your keyboard.
       3. You are prompted, "Do you wish to delete this record?" Click Yes.

     • Print a List of eDoc Types

       1. Click the Print button to the left of the list.
       2. The Print window displays. Print this as you would any other document.

     Notes:

     • The system checks for new eDoc codes every time you access the eDocs & Messages tab. Whenever new codes are available in Applied Epic, they are added to the list automatically.
     • eDocs & Messages is an option in the Copy Company Interface Setup action. If you have the same settings for multiple or all companies, using this action can speed up this process.
     • Keep in mind that if you do not associate an eDoc Type with an Activity Code, the Communication Log will print a message stating that the eDoc Type is not set up properly and the eDoc is rejected whenever you attempt to process an eDoc of that type.
     • eDoc cannot be recalled. The company has to re-send a rejected eDoc.

7. Click Finish to save your changes.
   
   Click Cancel to exit without saving changes.
   
   If an interface job is running when you click Finish to save your changes, you are notified that your changes will not take effect until the next Download job begins. Click Yes to save your changes or No to discard them.
8. You can copy an existing company interface setup if necessary.
   1. Click Actions > Copy Interface Setup on the options bar or menubar.
   2. To view only companies with the same billing company as the selected company, click the word Companies in the view filter and select Same Billing Company.
      
      You can only copy Contract Numbers when the Same Billing Company view filter option is selected.
   3. Select the checkbox next to each company to which you want to copy the selected company’s interface settings. To apply the settings to all companies in the list, click Select All on the header bar.
   4. In the Settings to Copy section, select checkboxes to specify the settings you are copying from the selected company.
   5. Click Finish to apply the specified interface settings to the selected companies. If a confirmation message displays, click Yes to copy your selections, or click Cancel to review them.
      
      Click Cancel to close the window without copying any interface setup information.
      
      If an interface job is running when you click Finish to save your changes, you are notified that your changes will not take effect until the next Download job begins. Click Yes to save your changes or No to discard them.