Issue Auto ID Cards

You can issue Auto ID Cards to provide insured with required proof of insurance that they can carry in their wallet or vehicle.

Note: This article contains printing instructions that are only applicable if Applied Epic is installed locally on your computer. If you access Epic through a web browser such as Google Chrome, Mozilla Firefox, or Microsoft Edge, you cannot print directly from within the system. See Printing for more information about the printing capabilities available from Epic Browser. All other steps in this article are applicable to both methods of accessing Epic unless stated otherwise.

Locate the account and access the Policies 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. Select a Locate by option from the dropdown menu.
  
  You can access policy detail directly from the Account Locate screen by selecting the Line ID, Policy #, or Vehicle Registration Number option and double clicking on an item in your search results.
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 your Locate by selection) 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 Policies on the navigation panel or Areas > Policies on the menubar.
  
  Note: You can access policies from the Account Detail screen in the same manner.
A list of policies for the selected client displays. Change the policies that display in the list if necessary.
1. Click the word Policies in the view filter.
A list of choices displays:
1. - All Except Marketed
  - Current/Renewed
    
    Note: Lapsed and cancelled policies display here for the number of days beyond their expiration or cancellation dates defined in System Settings.
  - Expired/History
  - Marketed
  - Marketed (History)
1. Click on the appropriate selection.
  
  Use the search bar to display policies 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 policies.
  Selecting multiple criteria performs an "and" search (for example, policies with a specific Type of Business and a specific Policy Effective date). Making multiple selections for the same criterion performs an "or" search for that criterion (for example, policies with either of two Types of Business). You can make up to eight selections for the Type of Business criterion and up to 10 for the Line Type criterion.
  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:
  1. 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.
To save your currently applied filters as a default for the selected client or all clients, create Filter Defaults. Filter defaults are unavailable for the Marketed and Marketed (History) lists and for Policies lists opened from the Access menu (as Access > Policies already provides a filtered view).

Your filter defaults are unique to your user code and will not affect other users’ saved defaults.
You can change the columns that display in the list if necessary.
1. Click the Select Columns link label on the right side of the header bar.
2. The Select Columns window displays. Select the checkbox next to each column that should be included in the list. Deselect the checkbox next to each column that should be removed from the list.
3. Columns display in the order in which they are listed. To move a column up or down in the list, click the column, and then click the up arrow or down arrow to change the order.
4. Click OK or press [Enter] to save your changes.
  
  Click Cancel to close the window without saving your changes.

Note: Click the Sort Descending link to sort the policies by date starting with the most recent.

Click on the policy in the list.

Note: Monoline and package policies are in bold. Lines of business included in package policies are not bolded; they are indented and listed below the package policies to which they belong.

To view in-process and suspended workflows for the selected line, click the In Process/Suspended Workflows link. Clicking Suspend History shows all suspensions for the selected workflow. Clicking a suspension shows its Comments. Click Close to return to the myEpic - Workflows window. Click the Close button to close the myEpic - Associated Workflows window.
To see the servicing contacts for a specific line of business, click on the line in the list. In the Line Detail area, click the Servicing Contacts link.

Do one of the following:

Click Actions > Issue Auto ID Cards on the options bar.
Click Actions > Issue Auto ID Cards on the menubar.
Right click the policy and select Issue Auto ID Cards.

The Auto ID Card Detail screen displays. The name and address default. If there is no address on record for the account in question, enter the Address.

Note: Entering the address on this screen does not add the address to the client's account.

Optionally enter a Summary.

In the Agency/Company section, the Company Code defaults but can be changed if necessary.

Select the NAIC or Company/state code radio button if necessary.

Note: For Arizona, if the Company/state code radio button does not default, it must be selected to include the ADOT number.

Fill in information on the tabs:

Vehicle/Insured
1. A "Y" displays in the Issue column for each vehicle for which an auto ID will print. To select vehicles for which to print IDs, press [Ctrl] or [Shift] as you click on vehicles, and then click the Select to Issue link.
  
  Note: Click the Select All link to highlight all vehicles in the list.
2. You can change the columns that display in the list if necessary.
  1. Click the Select Columns link on the right side of the header bar.
    
    The Select Columns window displays.
  2. Select the checkbox next to each column that should be included in the list.
    
    Deselect the checkbox next to each column that should be removed from the list.
  3. Columns will display in the order in which they are listed. To move a column up or down in the list, click the appropriate columns, and then click the up arrow or down arrow to change the order.
  4. Click OK or press [Enter] to save your changes.
    
    Click Cancel to close the window without saving your changes.
3. Choose a vehicle in the list for which to print Auto ID cards.
4. If the desired vehicle is not listed, click the Add button to open the Vehicle window and enter the required information.
  1. Select a Registered state from the dropdown.
  2. Select the form from the Form description dropdown.
    
    Note: If you are issuing an Arizona auto ID, make sure you select the form that uses the ACORD 50 AZ-LANDSCAPE (2018/08), so that the card includes the issuing company’s ADOT number.
  3. Enter the vehicle’s model Year.
  4. If the Registered state is New York, choose a Code and enter the Seating capacity.
    
    Note: These fields are not enabled for any other state.
  5. Enter the vehicle Make and Model, or click the lookup button for either field, select the Make or Model radio button in the Make/Model Lookup window, and enter at least the first letter of the make or model in the field and click Locate. Click to highlight the correct vehicle and click Finish.
    
    Note: Adding a vehicle here does not add it to the policy.
  6. Enter the VIN.
  7. The Effective and Expiration dates default.
  8. Select the NAIC or Company/State code radio button if necessary.
    
    Note: If you are issuing an Arizona auto ID, you must select the Company/state code radio button if it does not default, as it allows the issuing company’s ADOT number to print on the card.
  9. If this is a temporary card from the state of Nevada (ACORD 51 NV) enter or amend the number in the This card is not valid for more than ____ days field as needed. Also, select the Included in fleet checkbox if applicable.
  10. Click Finish to add the vehicle and close the Vehicle window.
    
    Click Add to enter this vehicle and add another one for the same policy.
    
    Click Cancel to exit the workflow without saving the information.
5. If necessary, you can edit one or more vehicles:
Click Finish to save your changes or Cancel to discard them.
1. Press [Ctrl] and click to highlight each vehicle for which an auto ID card should be printed, or click the Select All link label to print cards for all vehicles in the list.
2. Click the Select to Issue link.
State Specific
1. Auto ID cards for commercial lines in the state of Nevada require a fleet owner to be named. Enter a Name or click the lookup button , change the contacts that display in the list if necessary, click on the correct contact, and then click Finish.
  Use the search bar to display contacts 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 contacts.
  Click the Edit Filter button .
  
  The Edit Filter pop-up window displays. Click the Add button to add filters.
  
  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.
  
  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.
  Make a selection in the first dropdown menu.
  
  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 category or city) in the field to the right, or select a date from the dropdown calendar (if applicable).
  
  Contains: Enter at least one character of the search criterion (e.g., part of the category or city) in the field to the right.
  
  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. The state of West Virginia requires a phone number to report claims. Enter the Phone number.
3. The state of New Jersey requires an address for the notification of medical treatment. To choose a contact and address, click the lookup button , change the contacts that display in the list if necessary, click on the correct contact, and then click Finish.
  Use the search bar to display contacts 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 contacts.
  Click the Edit Filter button .
  
  The Edit Filter pop-up window displays. Click the Add button to add filters.
  
  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.
  
  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.
  Make a selection in the first dropdown menu.
  
  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 category or city) in the field to the right, or select a date from the dropdown calendar (if applicable).
  
  Contains: Enter at least one character of the search criterion (e.g., part of the category or city) in the field to the right.
  
  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.
4. The state of Iowa requires an emergency phone number for the agency and/or company. Select the Agency and/or Company checkbox in the IA Only section and ensure that the phone numbers are accurate.
5. Special wording cards in the state of Louisiana require an FEIN number. Enter the FEIN in the LA Only section if applicable.
6. In the state of Texas, select the Named driver policy checkbox if the named insured is a named driver on the policy. If the Named driver policy checkbox is selected in the Type section of the Policy Information tab on the automobile policy, this checkbox is selected by default when an auto application is issued. In states other than Texas, this checkbox is for informational purposes only and does not print anywhere on the auto ID.
7. For the auto IDs issued for the state of New York, select an ICC Code.
8. Choose a Document type.
  - FH-1: If you select this form, the number in the application's Seating Capacity field (on the Rating tab) prints on the ID card. The FH-1 form allows only two characters. If the Seating capacity is greater than 99, you can still issue the card, but the last digit is truncated.
    Seating Capacity is not required. If it is blank on the application, it will be blank on the auto ID card.
  - FS20
  - FS21
9. Select the Vehicle type.
10. Click the appropriate radio button:
  - Personal
    In the Registrant row, enter the First, Middle, and Last name, optionally choose a Suffix, and enter the License #.
    
    If there is a co-registrant, enter the First, Middle, and Last name, optionally choose a Suffix, and enter the License # in the next row.
  - Commercial
    Enter the name of Organization 1.
    
    Enter the name of Organization 2 if applicable.
    
    Enter the FEIN.
Organization Contact
The Organization Contact tab displays the contact information for your organization that will be used when you issue the cards. 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. From the Name field, select the name of the agency, branch, or department.
2. To change the Address, click the lookup 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 the Organization Contacts area to ensure that the address has been entered and associated to the correct structures.
3. Revise the Phone, Fax, and Email fields as necessary. You can click the email icon to launch a new email message from this screen.
4. If the ID card is for the state of New York, make the appropriate selection in the License - NY Only frame to specify whether the license number for the Agency or the Branch should print.
Distribution
1. Optionally click the Additional Distribution Options link label. The defaults are based on your organization's settings in Auto ID Card Options Configuration, but you can change them if necessary:
2. To change the circumstances under which you are notified that the cards have been issued, click the Change Notification Settings link label, select the desired radio button, and then click Finish or press [Enter].
3. To choose a contact to whom to send the submission, click the lookup button beside the Contact field and select the contact in the pop-up window that displays.
4. If the contact has a preferred contact method, it defaults in the Via field; otherwise, Print defaults. You can change this selection if necessary.
  - 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 (separating multiple addresses 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 menu selections if 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.
    
    In the Delivery Options frame, choose to send the email Now or Schedule it to send 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. Complete the remaining fields and click Finish or press [Enter].
    
    Enter the 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.
    
    To see a preview of the fax cover page, click the Preview link label to the right of the field.
    
    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.
  - Print
    Select the Printer in the dropdown menu, or click Change Printer Settings to display the Print window.
    
    Choose to print the file Now or Schedule it to print later. If you choose Schedule, enter a date and time for the file to print.
5. Enter the desired Number of cards.

Note: You must fill out the Distribution tab.

Click Finish or press [Enter] to print the Auto ID card(s). Print this as you would any other document.

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 Cancel to exit the workflow without printing, emailing, or faxing any auto ID cards. You are prompted: "Do you wish to discard changes?" Click Yes.

Click Preview to view the auto ID cards on the screen before printing them and make any necessary adjustments.