Documents / Forms

Documentation is an important part of the insurance process.  Document templates can be built in Microsoft Word, attached to the master cover, and then generated from within the submission/policy form, manually or automatically.

When the document is generated, placeholders in the template are automatically replaced with the relevant data from the submission or policy.  Logic structures can be used to include or exclude content, from individual words to entire sections.

"Associated" documents can be attached to a "Master" document, and are generated at the same time as the master.  The master and all associated documents are combined into one output file.

All generated documents are logged within the submission or policy for reference, or draft versions may be generated for review, which are not attached.

Adding a Document or Form

With the master cover selected, click the Documents / Forms item in the Screens widget.  For instructions on finding and viewing a master cover, see the section on Viewing and Modifying a Master Cover.

The Master Document panel displays all documents currently attached to the master cover.

Tip: By default, only Active documents are displayed.  Clear the filter in the Status column to view all documents.

1. Click Create.  The Master Cover - Documents/Forms page opens.



Product	Identifies the product associated with the master cover.
Status	Identifies the current status of the master cover.

2. Fill in the necessary information.

   

   Document Name	Enter the name of the document.  This name is used in the Master Document list, as well as in the New Document window when printing from the submission/policy form.
   Document Template	Select a template for the document.
   	The template should be created and uploaded to the system before being attached to a master cover.  Documents can be uploaded through the Document Templates section of the Product Design menu.
   	Refer to the Managing Document Templates section for full instructions on managing templates.
   Trigger	A trigger can be defined to control if the document should be available or not.  If the trigger does not evaluate as true, the document is not shown in the New Document window when printing from the submission/policy form.
   Description	A description can be entered to provide information about the document.  This description is only visible here in the configuration.
   Effective Period	When attaching time-sensitive documents, a date range can be provided.  This document is only available during the defined period.
   Automatically Generate Document	When checked, this document is automatically generated and attached to the form when the submission goes into quoted status or the policy is bound, depending on the settings below. Whenever the submission or policy is changed to Quoted, Bound, or Rescinded status, the system checks the master cover for any attached documents with this option checked.  Each of the documents available for that specific combination of Transaction and Status are generated and attached to the Documents/Forms panel of the submission or policy.
   	The Security Role of the user does not restrict the automatic generation of documents.  However, a user is only able to see documents available to their security roles.  Any documents the user cannot see are still generated and attached, ready for any other user who views the submission or policy with the necessary roles.
   	Documents that are set for automatic generation can also be attached to automatic e-mails that are being sent at the time of generation.  See the E-mail Configurations section for details on attaching automatically generated files.

   

   The transaction, status, and security role panels define when the document should be available for printing in the submission/policy form.  If the document is set to be generated automatically, these settings determine when it is generated.

   Policy Transaction Types	Select the transaction types for which the document should be available.
   Policy Transaction Statuses	Select the transaction statuses for which the document should be available.  Automatic generation of documents only applies to Quoted and Bound statuses.
   Security Roles	Select the user security roles for which the document should be available.  Once a document has been generated, a copy is stored in the submission/policy form.  The selected security roles also determine if the user can view the stored documents.

   Note: The document is only available or generated automatically if the transaction and user match at least one selected option in each group.  At least one option must be selected in each group or the document is never available.

3. Click Add to save the document but remain on the page, click Add & Close to save the document and return to the Master Document list, or click Close to return to the Master Document list without saving the document.

4. Once a document configuration has been saved, the Associated Documents panel becomes available.  This allows additional documents to be associated with the master document.  These documents will be generated at the same time as the master, and combined with the master into one output document.  When a transaction has more than one quote version, an associated document can be generated from each one.

   

   Click Add to add documents.  The Associated Document window opens.

   

   Document Template	Select an available document template.
   Sequence	Enter a Sequence number.  This will determine the order in which the associated documents will be added to the output file after the master document, with lower numbers appearing first.
   	When Generate For Each Quote Version is checked, the Sequence may be handled differently. The system will arrange all associated documents by their Sequence number and then partition this arrangement into segments.  Each segment contains one or more sequential associated documents that have Generate for Each Quote Version either all checked or all unchecked.  Segments where Generate for Each Quote Version is unchecked are referred to as non-repeating segments.  Segments where Generate for Each Quote Version is checked are referred to as repeating segments.
   	Associated documents in non-repeating segments are generated just once from the quote version used to generate the master document.
   	Associated documents in repeating segments are generated for each applicable quote version, grouped by Version Number, then sorted by Sequence.
   	See the example below for more details.
   	Tip: It is advisable to leave gaps between the sequence numbers, such as 5, 10, 15.  This allows new items to be added to the list at a later date, inserted between existing items.  Otherwise, the sequence numbers of existing items will need to be changed to allow for the new addition.
   Trigger	A Trigger can be selected to control if the associated document will be included.  If the trigger does not evaluate as true, the associated document will not be included in the output document.  This will not affect the master document or any other associated documents, including associated documents for other quote versions.
   Generate For Each Quote Version	This option is available when Allow Quote Versions is checked in the Master Cover - Policy Settings page.  This allows multiple copies of an associated document to be generated for different quote versions.  This is useful when the output document is intended to compare the details of multiple quote versions.
   	When checked, a copy of the associated document will be generated from each quote version where the status matches one of those selected in the master document configuration.  The documents will be generated in order of increasing Version Number.
   	When unchecked, the associated document will only be generated for the quote version used to generate the output document.
   	See the example below for more details.

   Click Save & New to save the associated document and clear the form to add a new document, click Save & Close to save the document and close the window, or click Close to close the window without saving the document.

   Click Delete to remove a saved associated document.

   Example: Consider a master document with eight associated documents, Associated Document A to H.  This master document belongs to a transaction that has two other quote versions for a total of three versions.

   The user initiates the generation of the master document from Version 3.

   The system generates the master document using the information from Version 3.

   The system arranges all associated documents in increasing order based on their Sequence number and partitions them into repeating and non-repeating segments as shown in the table below.

   Document	Sequence Number	Generate for Each Quote Version	Segment #
   Master Document			1
   Associated Document A	1	Unchecked	2  (non-repeating)
   Associated Document B	2	Checked	3  (repeating)
   Associated Document C	3	Checked
   Associated Document D	4	Checked
   Associated Document E	5	Unchecked	4  (non-repeating)
   Associated Document F	6	Unchecked
   Associated Document G	7	Checked	5  (repeating)
   Associated Document H	8	Checked

   Segment 1 is the Master Document.  This is a separate, non-repeating segment, and is generated from the quote version used to initiate the document generation.

   The system then moves to segment 2.  Because it is a non-repeating segment, it generates Associated Document A from the quote version used to initiate the document generation.

   The system then moves to segment 3.  Because it is a repeating segment, it generates Associated Documents B, C and D from each of the three versions.  The documents are grouped by Version Number, Version 1, Version 2 and Version 3, and sorted by Sequence Number within each group.

   The system generates each segment in order of increasing Version Number as follows:

   • Version 1 is first used to generate Document B, then Document C, then Document D.
   • Version 2 is then used to generate Document B, then Document C, then Document D.
   • Version 3 is then used to generate Document B, then Document C, then Document D.

   The system then moves to segment 4.  Because it is a non-repeating segment, it generates Associated Documents E and F from the quote version used to initiate the document generation.

   The system then moves to segment 5.  Because it is a repeating segment, it generates Associated Documents G and H from each of the three versions.  The documents are grouped by Version Number, Version 1, Version 2 and Version 3, and sorted by Sequence Number within each group.

   The system generates each segment in order of increasing Version Number as follows:

   • Version 1 is first used to generate Document G, then Document H.
   • Version 2 is then used to generate Document G, then Document H.
   • Version 3 is then used to generate Document G, then Document H.

   The structure of the output document is illustrated below.  The Document column lists the order in which each document appears in the output document.  The Version Number column specifies which quote version was used to generate the associated document.  The Segment # column identifies the segments as listed in the table above.

   Document	Version Number	Segment #
   Master Document	3	1
   Associated Document A	3	2
   Associated Document B	1	3
   Associated Document C
   Associated Document D
   Associated Document B	2
   Associated Document C
   Associated Document D
   Associated Document B	3
   Associated Document C
   Associated Document D
   Associated Document E	3	4
   Associated Document F
   Associated Document G	1	5
   Associated Document H
   Associated Document G	2
   Associated Document H
   Associated Document G	3
   Associated Document H

   Any versions whose status does not match those selected in the Status Selection panel of the master document configuration would not be included.

   If a trigger were to evaluate to false for any version of an associated document, that instance of the document would be omitted without affecting any other instances.

Viewing and Modifying a Document or Form

With the master cover selected, click the Documents / Forms item in the Screens widget.  For instructions on finding and viewing a master cover, see the section on Viewing and Modifying a Master Cover.

The Master Document panel displays all documents currently attached to the master cover.

Tip: By default, only Active documents are displayed.  Clear the filter in the Status column to view all documents.

1. Click a link in the Document Name column to view the document details.
2. See the section on Adding a Document or Form for a detailed descriptions of the fields.  All fields may be edited, if necessary.

To edit or delete an Associated Document, click a link in the Document Template column.  Make any necessary changes and click Save & New to save the changes and clear the form to add a new document, click Save & Close to save the changes and close the window, or click Close to close the window without saving the changes.

Click Delete to remove a saved associated document.



The Status panel is added once the document has been saved.

Active	Marks the document as active and available for use.  If unchecked, any existing documents generated with this configuration remain attached to any submissions or policies, but the configuration cannot be used for new documents.
Created By	Identifies the date and time the document was created, and the user who created it.
Last Modified By	Identifies the last date and time the document was changed, and the user who made the changes.

3. Click Save to save the document but remain on the page, click Save & Close to save the document and return to the Master Document list, or click Close to return to the Master Document list without saving the document.

Deactivating a Document or Form

With the master cover selected, click the Documents / Forms item in the Screens widget.  For instructions on finding and viewing a master cover, see the section on Viewing and Modifying a Master Cover.

The Master Document panel displays all documents currently attached to the master cover.

Tip: By default, only Active documents are displayed.  Clear the filter in the Status column to view all documents.

1. Locate the document or documents to be deactivated.  If there are a large number of available documents, see the Using Grids section for help on finding the appropriate documents.
2. Check the boxes for all documents to be deactivated.
3. Click Deactivate, then confirm the deactivation when prompted to do so.  All selected documents are deactivated.  If the documents list is still defaulted to only show active configurations, they disappear from the list.

Tip: Individual documents can also be deactivated or reactivated directly through the configuration record.  See the section on Viewing and Modifying a Document or Form for details.