Import/Export Certificate Holders

Use this utility to import or export a list of Certificate Holders to/from TAM. Access must be granted through Security Manager to use both the Setup utility and the Import/Export program.

Note: The Import/Export Holder Setup must be completed prior to using the Import or Export workflow.

• Import/Export Holder Setup
• Import Holders
• Export Holders

Import/Export Holder Setup

Setting up to Import or Export Holders

Use the following steps to set up the data definitions that define which Excel spreadsheet columns to import. These steps should be used when you have a spreadsheet from a third party (such as a client) that already contains holder information you want to pull into TAM.

1. At Home Base, click Utilities.
2. On the Utility Manager screen, expand the Forms folder in the treeview, expand the Setup folder, open the Certificate folder, and select Import/Export Holder Setup.
3. Click the arrow to continue. The Import/Export Holder Setup screen displays.
4. Click New to create a new data definition. The Data Definitions screen displays.
   
   Note: To made updates to an existing data definition, click it in the Import/Export Holder Setup window and click
5. Enter a Name and Description for the data definition. Make sure this is something that you will be able to identify later.
6. In the Translate Case at Load Time frame, select whether the imported/exported data should remain in Upper and Lower Case or be converted to All Upper Case.
   
   Note: If the holder data is in Upper Case, selecting Upper and Lower Case does NOT convert the data to Upper and Lower case.
7. In the Import Preview frame, click the ellipsis to navigate to the desired Holder spreadsheet.
8. After you select a spreadsheet, the first row of the spreadsheet displays below the filename. This row may contain column headings or Holder data. Each column's data is separated by a comma. Use the Next and Back buttons to navigate through the spreadsheet rows.
9. Click Save to enable the Add button.
10. Click Add to begin adding the columns to be imported. The Add Item screen displays.
11. Enter a Title for the column being added.
    
    Note: The data definition fields must be in the same order as the columns in the spreadsheet. If you do not wish to import a column, enter any Title for that column and select NONE for the Database in step 12.
12. Select the Database in which to load this field. To import this column, select HOLDER or FORMNOTE. If you do not wish to import this field, select NONE to skip this field.
    1. • Select the Field to Load Into from the dropdown menu. The following TAM fields are available. The Import does not affect the Universal Holder file.
         • HOLDER
         • • NAME 1
           • NAME 2
           • ATTENTION
           • STREET
           • CITY
           • STATE
           • ZIP CODE
           • PHONE NUMBER
           • FAX NUMBER
           • EMAIL ADDRESS
           • DESC OPER LINE1
           • CERT #
           • REVISION #
           • CODE
           • ISSUE DATE
           • Last Issue Date
           • Insurer Letter

           • Additional Insured

           • Additional – Gen. Liability

           • Additional – Auto Liability

           • Additional – Excess Liability

           • Additional – Other 1

           • Additional – Other 2

           • Subrog Waived

           • Subrog – General Liability

           • Subrog – Auto Liability

           • Subrog – Excess Liability

           • Subrog – Workers Comp

           • Subrog – Other 1

           • Subrog – Other 2

           • Print ACORD 855

           • 855 Quest A - Admit/Auth GL

           • 855 Quest A - Free Trade GL

           • 855 Quest A - Admit/Auth UM

           • 855 Quest A - Free Trade UM

           • 855 Quest B - ISO

           • 855 Quest B - Other

           • 855 Quest B - Other Desc

           • 855 Quest C - Yes/No

           • 855 Quest C - Location

           • 855 Quest C - Location Desc

           • 855 Quest C - Type of Construction

           • 855 Quest C - Construction Desc

           • 855 Quest C - Bldg Height

           • 855 Quest C - Bldg Height Desc

           • 855 Quest C - Classifications

           • 855 Quest C - Designated Work

           • 855 Quest D - CG 20 10

           • 855 Quest D - CG 20 26

           • 855 Quest D - 20 32

           • 855 Quest D - 20 33

           • 855 Quest D - 20 37

           • 855 Quest D - 20 38

           • 855 Quest D - Other

           • 855 Quest D - Other Form #

           • 855 Quest D - Other Desc

           • 855 Quest E - Yes/ No

           • 855 Quest E - Other Options

           • 855 Quest F - Yes/No

           • 855 Quest F - Other Options

           • 855 Quest G - Yes/No

           • 855 Quest G - Other Options

           • 855 Quest H - Yes/No

           • 855 Quest H - Other Options

           • 855 Quest I - Yes/ No

           • 855 Quest I - Other Options

           • 855 Quest J - Yes/No

           • 855 Quest J - Other Options

           • 855 Quest K - Yes/No

           • 855 Quest K - Other Options

           • 855 Quest L - Yes/No

           • 855 Quest L - Other Options

           • 855 Quest M - Yes by policy

           • 855 Quest M - Yes by endorse

           • 855 Quest M - No

           • 855 Quest M - Other Options

         • FORMNOTE
         • • NOTES

Note: If you opt to include notes, that must be the last selection made.

14. Click OK to add the defined field to the Data Definitions list.
15. Repeat steps 10 through 14 for each field to define.
16. The following buttons are available on the Data Definitions screen to modify or print your definitions.
    • Add: Add another field at the end.
    • Insert: Insert a field before the field currently highlighted in the Data Definitions list.
    • Revise: Revise the highlighted field.
    • Delete: Remove the highlighted field.
    • Print: Print the data definition.
17. When you are finished, click OK to save your data definition.

Import Holders

1. At Home Base, click Clients & Files.
2. From the dropdown menu above the list, select Customers.
3. Select the desired customer from the list.
4. Click the Policy List button to access the Policy List.
5. In the Policy List, select the policy associated with the certificate for which you are importing Holders.
6. Click Options and then click Certificates.
7. Click the Holder or Addl Int tab, click Options, and select Import Holders. The Import Holders screen displays.
8. Select a data definition from the Available Data Definitions list.
9. Type the Path and Filename to Import, or click the ellipsis to navigate to the desired Holder spreadsheet.
10. Check the Activity Record box if you wish to create an activity record.
    
    Note: If the system setting Require Activities is set to Yes, this option is not displayed.
11. If the first row of the Import spreadsheet contains column headings, do not select the Include first row in import file checkbox. If the first row of the import spreadsheet contains data instead of headings, then select the checkbox.
    
    Note: Certificates are limited to 999 holders. If the spreadsheet contains more than 999 holders, only the first 999 are imported.
12. Click Preview.
    
    Note: It is highly recommended that the Preview button be selected to review the records in the spreadsheet. If Import is selected from the Import Holders screen, an Import Warning message displays with another opportunity to click Preview.
13. The Import Preview screen displays. Verify the contents of the spreadsheet, using the Next and Back buttons to navigate through the spreadsheet rows.
14. When the columns are verified to be correct in the preview, click Import. If Holders already exist on the Certificate, a Holders Exist warning message displays. Select OK to add the Holders from the spreadsheet to the existing Holders on the Certificate, or click Cancel to abort the Import process.
15. If the Activity Record box is checked, the Activity Detail displays. The path and filename of the Import file and the Total number of Holders and any additional notes are written to the Add note field. When the activity detail is completed, click OK. If the Activity Record option was displayed in step 10, then Cancel may be selected to abort the activity.
16. The Import utility starts to run, and a counter displays. Note that if the spreadsheet has more than 999 Holders, the counter only displays 999, as that is the maximum number of Holders that can be processed.
17. After all records have been imported, an Importing complete message displays. Click OK, and you are returned to the Holder tab of the Certificate with the first Holder record displayed.

Export Holders

1. At Home Base, click Clients & Files.
2. From the dropdown menu above the list, select Customers.
3. Select the desired customer from the list.
4. Click the Policy List button to access the Policy List.
5. In the Policy List, select the policy associated with the certificate for which you are exporting holders.
6. Click Options and then click Certificates.
7. Click the Holder or Addl Int tab, click Options, and select Export Holders. Please note that if there are no Holders on this Certificate, this option is disabled.
8. The Export Holders screen displays. Select a data definition from the Available Data Definitions list.
9. Type the Path and Filename to Export, or click the ellipsis to navigate to the desired Holder spreadsheet.
10. Check the Activity Record box if you wish to create an activity record.
    
    Note: If the Require Activities system setting is set to Yes, this option does not display.
11. If you wish to export column headers in the first row of the spreadsheet, select the Include column headers in first row checkbox.
12. Click Preview to view the document before exporting it, or click Export to export the document immediately.
    
    Note: It is best practice to preview the document before exporting it.
13. If the Path and Filename already exist, a File Exists warning message displays, asking if you wish to overwrite the existing file. Click No to change the Path and Filename, or click Yes to overwrite the existing spreadsheet.
14. If you clicked Preview in step 12, the Export Preview screen displays. You may verify the contents of the spreadsheet, using the Next and Back buttons to navigate through the spreadsheet rows.
15. Click Export to begin the Export process, or click Cancel to abort the Export process.
16. If the Activity Record box is checked, the Activity Detail displays. The path and filename of the Export file and the Total number of Holders and any additional notes are written to the Add note field. When the activity detail is completed, click OK. If the Activity Record option displayed in step 11, you can click Cancel to abort the activity.
17. The Export utility starts to run, and a counter displays.
18. After all records have been exported, an Exporting complete message displays. Click OK, and you are returned to the Holder tab of the Certificate.