Managing Billing E-mail Configurations

Automated e-mails can be sent from the billing module upon Invoice Generation and/or Statement Generation. Each configuration requires an email template, which can contain billing placeholders to pull in data from the system when the email is sent.

Notes:  

Placeholders that are native to the billing module can be used, however, placeholders from the policy and claims modules are not supported. For additional information on the billing placeholders, see the Full Placeholders List for Billing Information section.

If multiple E-mail Configurations are configured to send on the same event (Invoice Generation or Statement Generation) all applicable e-mails are sent. Similarly, if a single recipient is configured to receive multiple e-mails, all e-mails are sent.

1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities.
2. In the Billing Entity menu, select Emails. The E-mail Configuration page opens with a list of all available e-mail configurations for the current Billing Entity.



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

3. Select an action.
• Click a link in the Name column to view an existing e-mail configuration.
• Click Create to add a new e-mail configuration.
• Check the boxes for one or more configurations and click Deactivate to disable the selected configurations. E-mails will not be generated for Inactive configurations.

4. On viewing or creating a template, the E-mail Configuration page opens. The panels and fields are described below. Fields marked with a red asterisk * are required.



Name	Enter the name of the e-mail configuration. This is the configuration name, used to identify this configuration within the system. This name does not appear in the e-mail itself.
Code	Enter the code of the e-mail configuration. This is an internal reference code. This information is only displayed here and in the E-mail Configurations list.
Description	A description can be provided for the e-mail configuration. This information is only displayed here and in the E-mail Configurations list.
Send E-mail On	Select the system event that will trigger the e-mail to be sent to the assigned recipients. The following options are available.
Invoice Generation	An e-mail will be issued following the Invoice Generation event when the Bill to Party for the triggering invoice matches the Type selected for the Invoiced Bill to Party Type field described below. This is the default value, but can be changed.
	Note: An e-mail will only be sent to the Bill to Party if the Communication Preference field in the Default Bill to Party Settings panel has been set to E-Mail. An e-mail will be sent to all configured Additional Recipients regardless of their E-Mail Preference setting (where applicable).
Statement Generation	An e-mail will be issued to the Bill to Party identified on the triggering statement following the Statement Generation event.
	Note: An e-mail will only be sent to the Bill to Party if the Communication Preference field in the Default Bill to Party Settings panel on both the General Information page and General Settings - Statements pages has been set to E-Mail.
Invoiced Bill to Party Type	This field is displayed when Invoice Generation has been selected as the Send E-mail On event. Select the Bill to Party Type for the e-mail configuration. The following options are available.
Assured	The Bill to Party for the triggering invoice is the Assured (Direct Billing).
Distributor	The Bill to Party for the triggering invoice is the Distributor (Agency Billing).
Insurer	The Bill to Party for the triggering invoice is the Insurer (Insurer Commission Billing).
	Note: When an invoice is generated, the system identifies the Invoiced Bill to Party and verifies whether there is an e-mail configuration applicable to that particular Bill to Party Type.
Email Sending Options	This field is displayed when Invoice Generation has been selected as the Send E-mail On event. The following options are available.
Separate E-mail per Recipient	Each recipient will receive a separate e-mail. This is the default value, but can be changed.
Single E-mail to all Recipients	All recipients will be included in a single e-mail.
Statement Type	This field is displayed when Statement Generation has been selected as the Send E-mail On event. The default value is the Statement Bill to Party, and can not be changed.



The Detail panel contains additional settings for the e-mail configuration.

From	Select the source of the sending address. The following options are available.
Default	This uses the default sending address configured in the system. To change the default address, please contact your Insurity representative.
Specify E-mail Address	A custom sending address can be entered for this e-mail configuration. This is the default option selected in the Detail panel, but can be changed.
To	This field is displayed when Statement Generation has been selected as the Send E-mail On event, and automatically defaults to the Bill to Party associated with the triggering statement. This can not be changed.
Primary Recipient Is Invoiced Bill to Party	This check-box field is displayed when Invoice Generation is selected as the Send E-mail On event, and is checked by default. This can be unchecked if an e-mail is only required to be sent to Additional Recipients, excluding the Bill to Party.
Additional Recipients	This multi-select field is displayed when Invoice Generation has been selected as the Send E-mail On event and allows the user to add one or more additional recipients to the e-mail configuration. The following options are available.
	Assured Distributor Insurer
	Note: When an invoice has multiple Distributors or Insurers, e-mails are not sent. Similarly, when an invoice contains charges from multiple policy terms, e-mails are not sent.
CC	Any recipient addresses to be CCed can be added in this field. Multiple addresses should be separated by commas. All CCed addresses are added to each e-mail sent to the recipients in the To field. If the template has been configured to send separate individual e-mails to each recipient, CCed contacts may receive multiple copies of the e-mail.
BCC	Any recipient addresses to be BCCed can be added in this field. Multiple addresses should be separated by commas. All BCCed addresses are added to each e-mail sent to the recipients in the To field. If the template has been configured to send separate individual e-mails to each recipient, CCed contacts may receive multiple copies of the e-mail.
E-mail Template	This field contains a list of active Document Templates configured within the system. For additional information, the Managing Document Templates section.
Attachments	Using the Include / Exclude controls, optionally select one or more Attachments from the list of active Billing Documents.
	Note: The list of Billing Documents is filtered according to the Send E-mail On event defined in the General Information panel for the E-mail Configuration. Both the Send E-mail On event defined here, and Generation Event in the Billing Document configuration, must match (Invoice Generation or Statement Generation). For additional information, see the Managing Billing Document Configurations section.

Note: The domain of all e-mail addresses should match that of the SMTP server configured by the System Administrator, or the e-mails may be blocked by spam filters.

5. Click Save to save the e-mail configuration, or click Close to close the E-mail Configuration page without saving the configuration.