Add a Document

The Add Document action creates a new document from a predefined template. This template can contain text, images, and merge fields. Merge fields let you pull information from your database into the document. For example, you can create a document that contains merge fields for a client's name and address, policy number, and policy expiration dates. This lets you set up form letters. To create document templates and form letters, see the Edit an Attachment Template article.

1. You can add a document from any screens in the account area by doing one of the following:
    
   • Click New > Attachment > Document on the options bar.
   • Click File > New > Attachment > Document on the menubar.
2. The Add Document window displays.
3. Select a Template Folder if applicable.
4. Choose a Template.
5. If the template exists in multiple languages, select the appropriate Language.
6. Select the checkbox next to each Contact, Opportunity, Service, Policy/line, Claim, Loss notice, and Related Account to be included in the document on the corresponding tabs.
   
   Select the Include history checkbox on the Policy/Claim tab to select historical policies for inclusion.
   
   Note: The Quote option is not applicable to U.S. agencies.
7. Click Continue.
8. The Attach To window displays. Revise the document Description if necessary.
9. 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.
10. Change the Folder and Sub-folder selections if necessary. 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 system date defaults in the Received field but can be changed if necessary.
12. Choose a security Access level. Only employees with the selected access level will be able to access the attachment. See Attachment Access Level Configuration for instructions on adding, editing, and deleting these access levels.
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. Optionally add Comments.
15. If the Client Access frame is enabled in System Settings, you can specify whether and for how long this attachment is accessible by clients 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 Finish or press [Enter].
17. The document template opens in Microsoft Word. Amend it as necessary, and then click Save. The document will be attached to the selected item. Close Word when the document is finished.