Acquire and Attach an Image

The Acquire and Attach an image option allows you to use a scanner to attach a hard copy of a document or image to an account. For example, you might scan photographs to compare the condition of an insured item before and after a loss, or scan hard copies of appraisal documentation or loss documentation. Attaching images and documents to an account, regardless of their source, provides transparency and ensures that information is easy to find, even for users unfamiliar with an account.

You can only use the Acquire and Attach an Image workflow if Applied Epic is installed locally on your computer. This workflow is not available if you access Epic through a web browser such as Google Chrome, Mozilla Firefox, or Microsoft Edge.

Note: Attachment file names cannot exceed 100 characters. If the file name of an attachment exceeds 100 characters, you must shorten it before attaching it in Applied Epic.

There are two ways to acquire and attach an image:

• From the account, policy, claim, or activity to which the image will be attached

  1. You can acquire and attach an image from any of the screens in the Accounts area. With the appropriate customer open in one of these screens, do one of the following:

  • Click New > Attachment > Acquire and Attach Image on the options bar.

  • Click File > New > Attachment > Acquire and Attach Image on the menubar.

  The scanned image is associated with the item that is highlighted in the list when you access this option. For example, if you click New > Attachment > Acquire and Attach Image from Tara Davidson's Policies list with her auto policy highlighted, the scanned image will be associated with her auto policy.

  2. The account Type and Code default, as does the Attach to selection. You can change these selections if necessary.

  3. To enter or change the item to which the image is to be attached, click the lookup button beside the field in the Attach to frame.

  If applicable, select the Include closed or Include history checkbox (depending on the entity to which this item will be attached).

  Choose the correct item and click Finish or press [Enter].

  4. If necessary, select the Mark as an Important Policy Document checkbox for the attachment.
     Note: The checkbox may default selected if the attachment is assigned to a policy, depending on your organization's attachment configuration settings.

  5. Enter a Description for the image.

  6. Choose a Folder and Subfolder(s) in which to save the scanned image. The Folder field is required for attachments designated Client accessible. For instructions on creating, editing, and deleting these folders, see Attachment Folder Configuration.

  7. The current system date defaults as the Received date. Change this if necessary.

  8. Choose an Access level if applicable. Only users with the selected level of security will be able to access the attachment.

  9. Select Do not purge to exclude this attachment 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. Add Comments if necessary.

  11. If the Client Access frame is enabled in System Settings, you can specify whether and for how long this attachment is accessible by the client through Applied CSR24 Self Service Portal. Select the Client accessible checkbox and select a date from the Expire on calendar dropdown if applicable. If the attachment’s availability should not expire, leave the Expire on field blank.

  12. Click Scan and Attach.

  13. Select the source from the list and click Select.

  14. Your scanner's driver displays. Choose the appropriate settings and begin the scan.

  15. The image is attached to the selected item.

• From the Procedures area

  1. From the Home screen, do one of the following:
     

  • Click Procedures on the navigation panel.

  • Click Areas > Procedures on the menubar.

  • Click the down arrow next to Home on the options bar and select Procedures.

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

  • Click the down arrow to the right of the Home options bar button and select Procedures.

  • Click Home > Procedures on the menubar.

  2. Click Document Management on the navigation panel or Areas > Document Management on the menubar.

  3. Click Acquire and Attach Image on the navigation panel.

  4. Choose an entity Type to which to attach the scanned image.

  5. Enter the account Code or click the lookup button to open the Available Accounts window.
     
     If you locate an account via the Available Accounts window, type part of the lookup code and click Locate or press [Enter]. Double click the correct entity in the list, or highlight the entity in the list and press [Enter] or click Finish.

  6. Make a selection in the Attach To dropdown menu:

  • Account

  • Activity

  • Carrier Submission

  • Claim

  • Line

  • Marketing Submission

  • Policy

  • Service

  7. If you chose anything other than Account, click the lookup button  to the right of the field.
     
     If you chose Account, the selected account code displays in the field. Double click the correct entity in the window that displays, or highlight the entity in the list and press [Enter] or click Finish.
     
     Note: Select the Include closed checkbox to include closed activities or claims in the list. Select Include history to include history policies or lines in the list.
  8. If necessary, select the Mark as an Important Policy Document checkbox for the attachment.
     Note: The checkbox may default selected if the attachment is assigned to a policy, depending on your organization's attachment configuration settings
  9. Enter a Description for the image.
  10. Choose a Folder and Subfolder(s) in which to save the scanned image. The Folder field is required for attachments designated Client accessible. For instructions on creating, editing, and deleting these folders, see Attachment Folder Configuration.
  11. The current system date defaults as the Received date. Change this if necessary.
  12. Choose an Access Level if applicable. Only users with the selected level of security will be able to access the attachment.
  13. Select Do not purge to exclude this attachment 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.
  14. Add Comments if necessary.
  15. If the Client Access frame is enabled in System Settings, you can specify whether and for how long this attachment is accessible by the client through Applied CSR24 Self Service Portal. Select the Client accessible checkbox and select a date from the Expire on calendar dropdown if applicable. If the attachment’s availability should not expire, leave the Expire on field blank.
  16. Click Scan and Attach.
  17. Select the source from the list and click Select.
  18. Your scanner's driver displays. Choose the appropriate settings and begin the scan.
  19. Your image is attached to the specified item.