Applied Epic Importing and Exporting Functionality for ... · SESSION HANDOUT Applied Epic Iimporting and Exporting Functionality for Front Office Applied Epic Importing and Exporting

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Applied Epic Importing and Exporting

Functionality for Front Office

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Applied Epic Iimporting and Exporting Functionality for Front Office

Applied Epic Importing and Exporting Functionality for Front Office // PAGE 2

APPLIED NET CLIENT NETWORK CONFERENCE | www.appliednet.com

Prepared for Applied Client Network and Applied Systems

Applied Client Network 330 N. Wabash Ave., Suite 2000 Chicago, IL 60611 Phone: 312-321-6833 Fax: 312-673-6645

Applied Systems, Inc. 200 Applied Parkway University Park, IL 60484 Phone: 708-534-5575 Fax: 708-534-8016

Copyright © 2017 by Applied Client Network, Inc., 330 N. Wabash Ave., Suite 2000 Chicago, IL 60611. . Protection claimed in all forms and matters of copyrightable material and information now allowed by law or hereafter granted including both electronic and conventional distribution of herein products. Reproduction or transmission unless authorized by Applied Client Network in writing. All rights reserved. Specific product information regarding Applied TAM, Applied Vision®, Applied Epic® and related products and services, including any related manuals, documentation, and/or materials prepared by Applied Systems for purposes of Applied Net 2017 or otherwise are the exclusive property of Applied Systems, Inc. Applied Systems retains all right, title, and interest therein, including copyright interests and other intellectual property rights. Information relating to products and services owned or licensed by third parties (ex: Microsoft, Excel, etc.) and all interests therein are the property of the respective owners, and no endorsement or ownership of third party products or services should be implied by their mention and use. All workflows are suggested and common workflows. Users of this material agree that neither Applied Client Network nor Applied Systems can be held liable for any omissions or errors within the guide.

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Original Author:

Brenda C. Davis, AAI, AIS, ITP Project Manager – IT Alliant Insurance Services, Inc.

Updated By:

Name: Organization Affiliation: Date Updated:

Target Audience:

Accountant/Bookkeeper Producer

X CSR X Trainer

Carrier Vendor

IT Manager/Systems Coordinator ALL

Operations Other: (describe)

Principal/Owner

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Table of Contents

Prepared for Applied Client Network and Applied Systems ......................................................... 2

Original Author: ........................................................................................................................... 3

Updated By: ................................................................................................................................ 3

Target Audience: ......................................................................................................................... 3

Importing and Exporting Opportunities in Epic ............................................................................ 6

Import/Export opportunities in Configuration ................................................................ 6

Account Level Importing / Exporting Locations ............................................................ 7

Importing Prospects .................................................................................................................... 8

Epic Configuration ....................................................................................................... 8

Importing and Exporting Contacts ............................................................................................. 17

Configuration Details ................................................................................................. 17

Creating Blank Contact Export Spreadsheet ............................................................. 18

Importing Contacts ..................................................................................................... 21

Importing and Exporting Vehicles Lists ..................................................................................... 25

Configuring Vehicle Import/Export Spreadsheet ........................................................ 25

Exporting a Vehicle List ............................................................................................. 26

Import Vehicle List ..................................................................................................... 27

Importing and Exporting Driver Lists ......................................................................................... 28

Configuring the Import/Export Driver List Spreadsheet .............................................. 28

Export Driver List ....................................................................................................... 29

Import Driver List ....................................................................................................... 30

Importing and Exporting Scheduled Equipment......................................................................... 31

Exporting Scheduled Equipment................................................................................ 32

Importing Scheduled Equipment ................................................................................ 34

Importing and Exporting Property Locations .............................................................................. 39

Configuration Data Fields .......................................................................................... 39

Exporting Property Locations ..................................................................................... 40

Importing Property Locations ..................................................................................... 41

Proofs of Insurance ................................................................................................................... 42

Configuring Holder Import/Export Spreadsheet options............................................. 42

Exporting Certificate Holders ..................................................................................... 43

Importing Holders (Certificates) ................................................................................. 47

Exporting Additional Interests .................................................................................................... 50

Importing Additional Interests .................................................................................................... 52

Migrations – things you want and things you don’t .................................................................... 56

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Document View ......................................................................................................................... 57

Configuring a Document View Spreadsheet .............................................................. 58

Installing a Document View list .................................................................................................. 62

Using Document View ............................................................................................................... 63

Importing a Spreadsheet for Document View ............................................................ 63

Creating a blank spreadsheet with header rows ........................................................................ 64

Importing Document View Information ...................................................................................... 66

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Importing and Exporting Opportunities in Epic

Area Functionality

Prospects Import

Business Names & Addresses Import and Export

Individual Contact Names & Addresses Import and Export

Vehicles Import and Export

Drivers Import and Export

Scheduled Equipment Import and Export

Property Locations Import and Export

Holders (Certificates) Import and Export

Additional Interests (Evidences) Import and Export

Document View Import and Export

Import/Export opportunities in Configuration

Import/Export configuration are found in the following areas in the Configuration Navigational Panel:

1. Account a. Import/Export Contacts b. Import Prospects

2. Accounting a. Import/Export (not documented for this Front Office session)

3. Policy a. Import/Export Risks

i. Drivers ii. Locations iii. Named Insured iv. Scheduled Equipment v. Vehicles

4. Proofs a. Import/Export

i. Certificate Holder List (Acord 25) ii. Certificate of Property (Acord 24) iii. Evidence of Commercial Property (Acord 28) iv. Evidence of Property (Acord 27)

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Account Level Importing / Exporting Locations

Import/Export configuration are found in the following areas in a Client Account:

1. Contacts a. Import Contacts (Business or Individual) b. Export Contacts (Business or Individual)

2. Policies a. Import Risks (Locations, Named Insureds, Drivers, Vehicles) b. Export Risks (Locations, Named Insureds, Drivers, Vehicles) c. Document View at Application level

3. Proofs of Insurance a. Certificates

i. Export Holders ii. Import Holders

b. Evidences i. Export Additional Interests ii. Import Additional Interests

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Importing Prospects

If your Agency is using a third party software to manage Suspects and Prospects your IT Department may use the SDK tool to have Prospects automatically populate in Epic from this process.

Epic Configuration

There are two Mapping Files that comes with Epic for Importing Prospects. Because the process only allows us to “Import” Prospects staff do not have an “Export” option to secure a copy of the spreadsheet showing header rows. When we go to Configure > Account > Import Prospects we see the default mapping files:

1. Business Prospect Mapping File 2. Individual Prospect Mapping File

The default Excel Header rows are shown below. Unlike other import parameters where we are told how many characters are allowed in various fields Epic does not give us that information for the Import Prospect process.

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When you double-click on the mapping file in configure there are a handful of other fields of information to select from.

Business Prospect Mapping File Default Headers Business Account Name

Account Address 1

Account Address 2

Account City

Account State

Account Zip Code

Account Phone Number

Account Phone Ext

Account Fax Number

Account Website

Business Contact Name

Business Contact Email

Individual Prospect Mapping File Defaults Individual Account Name

Primary Contact First Name

Primary Contact Last Name

Account Address 1

Account Address 2

Account City

Account State

Account Zip Code

Account Phone Number

Primary Contact Email

Primary Contact Website

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The process to import Prospects from a formatted spreadsheet is outlined below:

1. Launch Epic 2. Click on Procedures in the Navigation Panel 3. Click on Import 4. Select Prospect Files

5. Click the Add icon 6. The Add File – Import Prospects dialog box appears

a. Enter a proper Description b. Select the appropriate Prospect Type (e.g. Business or Individual)

If you select Business the Mapping File option is Business Prospect Mapping File

If you select Individual the Mapping File option is Individual Prospect Mapping File

c. Use the magnifying glass to locate the formatted Excel spreadsheet for importing

7. Click Load File

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8. Status will change as the electronic Process moves

a. Click the Refresh button to update the status

9. It’s a good practice to review the Error Log at the bottom of the screen to ensure all

information loaded. Click on Link to Error Log.

a. A spreadsheet appears and shows information rows that didn’t properly import

and the column at the far right provides an explanation b. If the report is blank all files successfully imported

i. Click the X in the top right corner to close the spreadsheet

TIP: Since the columns in the Error Log are the same as your imported file you can save this

file, make needed changes and re-import, if desired.

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10. Click the Prospect Batches button in the navigation panel

11. Click Add 12. The Add Batch – Import Prospects window opens

a. Enter a Description b. Select the File to Import from the dropdown

13. The Constant Fields section of the screen is now activated and contains a line showing the Value column with <Not Defined>. Constant Fields – populates with required constant fields required based on mapping

14. Double-click the line to open the Define Constant Field dialog box

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15. Click the magnifying glass by Value and select the Agency and Branch. 16. Click Finish

17. A value now appears. 18. Click Finish

19 Click the Add icon in Criteria Selections 20. The “Include Records Where” dialog box appears

a. Select the Mapping field from the drop down b. Select a radio button (Equals or From/Through)

i. From / Through allows for a range to be imported (e.g. alphabetically A to J)

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21. You can click Add to set as many criterion as you like 22. Click Finish when done. 23. Click Create Batch button

24. Double-click the line to see the Summary Screen

25. The Navigation Panel expands showing the Batch (e.g. Batch #1) with Summary and

Detail options. 26. Summary recaps previously selected information

27. Detail gives a status

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28. While in the Summary view click the Import button in the bottom right corner

29. The Batch Summary – Import Prospects screen appears listing the locations from the

import spreadsheet. a. If a location should NOT be imported deselect the check box to the left of the location

30. Click Import

31. An Import Prospects dialog box appears – Answer Yes

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32. The Import Prospects @IPR Activity appears. The Activity can be closed before clicking Finish.

33. After clicking Refresh to ensure that the Status is imported double-click on the entry and

in the Navigation Panel under Detail you see how many rows were successfully imported.

NOTE: The Import Prospect spreadsheet doesn’t give us the ability to assign the

Prospective Accounts to a specific Producer. Staff will need to manually enter this information as they work the accounts. The import process did assign the first two pieces of Structure – the Agency and the Branch.

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Importing and Exporting Contacts

Epic gives us the opportunity to track both Business Contacts (Named Insureds) and Individual Contacts.

Configuration Details

Even though Epic does come with import / export options already configured your Agency has an opportunity to look at data fields and edit the criteria. Configuration >Account > Import/Export Contacts

1. Double-clicking on the title of the item (e.g. Business Contact Mapping) will make the Mappings section editable where other useful fields may be available for selection.

2. When you click on an option in Configuration the “Format” area will provide important information (e.g. number of characters allowed in the field).

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Creating Blank Contact Export Spreadsheet

Users can create a blank template that they can populate with contacts for import by following the Export Contacts instructions below.

1. Locate Account 2. Click on Contacts in the Navigation Panel 3. Click on Actions on the Options Bar 4. Select Export Contacts

5. Under Type select Business or Individual

a. Business provides the spreadsheet to import Other Named Insureds and their associated address

b. Individual provides the spreadsheet to import Individual Client Contacts (e.g. Risk Manager, Inspection Contact, etc.)

6. Select the mapping file from the dropdown a. If Business was selected user will see “Business Contact Mapping File” b. If Individual was selected user will see “Individual Contact Mapping File”

7. Under Export Options in the File Name field give the export document a name (e.g. Business Contact Export Template). This name will append to the Excel spreadsheet that will automatically append to the Client’s Attachment view.

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8. Under the File Name field mark the “Send as blank template” box

a. NOTE: If there are Business Contacts other than the Named Insured already listed in Contacts user may opt to NOT mark the “blank” box and export what they already have on file and edit / add additional information before importing and updating the Contact record.

9. Under Delivery Options determine how you want to distribute the spreadsheet (e.g. Print, Email or Fax). Regardless of the option chosen here an Excel copy of the spreadsheet will automatically be appended in the Attachment view (e.g. you MUST select one of the 3 delivery options – you may opt to choose Print / Adobe Printer and when the “Save As” dialog box pops up click on Cancel since Epic automatically provides an Excel copy of the output document).

a. In the screen above if you select “Disable delivery options” and continue the process an Excel copy of the report will automatically append in the client’s Attachment view without requiring that your print, fax or email the output document.

10. Click Continue

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11. The Export Contacts window appears. Click Export in the bottom right corner to begin

12. A window pops up prompting “Do you wish to begin exporting contacts?” Click on Yes.

13. The Add an Activity screen appears with the @EXC – Export Contacts Activity. The Activity defaults as OPEN (unless your agency has modified this to default as closed). If you will use this activity to follow-up on data keep it open and modify the Follow Up date to an appropriate date (defaults as today’s date). If the Activity is not required in the bottom left corner click on the Closed button and chose Successful from the Closed Dropdown.

14. Click Finish to close the Activity screen

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15. Epic processes the request and returns user to the Contacts screen when the process

has completed and the Excel output document is appended in the Attachment view. a. If the distribution was to Print / Adobe Printer the “Save As” box pops up at this

point and user needs to click Cancel. 16. Excel document appears on the Attachment tab with the name given to the document at

the beginning of the process.

Importing Contacts

1. Locate Account 2. Click on Contacts in the Navigation Panel 3. Click on Actions in the Options Bar 4. Select Import Contacts 5. The Import Contacts – Batches dialog box appears 6. Click Add

7. The Add Batch – Import Contacts screen appears requiring responses

a. Type

i. Business ii. Individual

b. Mapping File i. If Business was selected the Business Contact Mapping File appears in the

dropdown ii. If Individual was selected the Individual Contact Mapping File appears in the

dropdown

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8. Under the Importing Options section a Radio Button is automatically marked indicating

that if there is no match in the Unique ID field that a new record will be added. If users EXPORTED Contacts a number would appear in the Unique ID field on the spreadsheet identifying each Business and Individual contact – if their information is AMENDED and the list is IMPORTED the system will locate the original contact in Epic using the Unique ID indicator and UPDATE the record. If the field is blank, like it would be for new information being imported, the system will ADD the new Business or Individual Contact.

9. Click on the magnifying glass by the Select File to Import field to locate the Excel

import spreadsheet for the Account.

10. The system defaults to start importing information from Line #2 on the spreadsheet

ignoring the Header Row on the spreadsheet. 11. When you click on the Magnifying Glass the Import From dialog box opens asking if you

are going to (a) use a document that already exists on the Account in Epic [Existing client document] or (b) if you need to go to the Network to locate the spreadsheet [Existing file].

12. Make a selection and click Continue.

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13. To locate a file on the Network click on Browse when the Attach Existing File dialog box

is presented. When the document is selected the name of the document populates in the Description field.

14. Click Finish 15. The Add Batch – Import Contacts screen appears again – click Process. 16. The Import Contacts – Batches dialog box appears with a Status showing

Processing. Click Refresh to update the Status to Created.

17. Click on Preview 18. The Import Contacts screen appears listing the Business Contacts to be imported.

19. Click the Import button. 20. Dialog box appears asking if you want to begin the Import process – select Yes.

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21. The Import Contacts @IMC activity appears. Click Finish.

22. The Import Contacts – Batches screen appears showing a Pending Status. Click Refresh and the item disappears from the list and the screen can be closed.

23. The Contacts now appear in the Contact view list.

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Importing and Exporting Vehicles Lists

Configure > Policy > Import/Export Risks > Vehicles

Configuring Vehicle Import/Export Spreadsheet

For both Commercial and Personal Lines the Vehicle Import/Export spreadsheets default with several useful fields of information. Admin can double-click on a list and do the following select additional data fields to include in the configuration.

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Exporting a Vehicle List

1. Locate Insured

2. Click on Policies in the Navigation Panel

3. Click on the Business Auto policy

4. Click on Actions at the top of the page

5. Select Export Risks

6. The Export Risks dialog box appears – user can click on the drop down by Risk Type

and select Vehicles

7. Complete required fields

a. Risk Type (Drivers, Vehicles, Locations or Named Insured)

b. Mapping File – Commercial Vehicles Full Detail

c. File Name (enter the label you want on the report in Attachments)

d. Delivery Options (Print, Email or Fax)

i. Can also disable delivery options – Excel spreadsheet still appears in

Attachments

8. Click Continue

9. List of vehicles to export appears in the Export Risks window

10. Click Export

11. Dialog box appears asking if you wish to being exporting risk (yes / no). Select Yes

12. Add an Activity (ERSK – Exported Risk) appears.

13. Complete any required information on the activity screen

14. Click Finish

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Import Vehicle List

1. Locate Insured

2. Click on Actions at the top of the page

3. Select Import Risks

4. Click the Add icon

5. Import Risks – Batches page appears

6. Risk Type – select Vehicles

7. Mapping File – select Commercial Vehicles Full Detail

8. Select option – e.g. import and update, import and replace, import, update and remove

9. In the Select file to import field browse for the excel file

10. In the Import from field select Existing file to access the network drives and click

Continue

11. Browse for the file (Important: Make sure that the “delete original after attaching” option

is NOT selected)

12. Finish

13. Continue

14. Click Refresh

Unlike some agency management systems that allow several “freeform” data fields Epic requires validated responses in many fields.

1. An import error will appear if information on the spreadsheet doesn’t match information in the Epic tables (e.g. User entered Body Type as Pick-Up Truck or P/U Truck when the validated response in Epic is PU). These are the items staff select from when completing an application.

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Importing and Exporting Driver Lists

Configuring the Import/Export Driver List Spreadsheet

Configure > Policy > Import/Export Risks > Drivers

Double-clicking on either the Drivers / Commercial Lines or Drivers / Personal Lines Admin can

edit the default mapping fields that will appear on the import/export spreadsheet.

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Export Driver List

1. Click on Actions / Export Risks 2. In the pop-up under Type select Drivers 3. Select the Mapping file from the dropdown (e.g. Drivers List Commercial Lines) 4. Enter a File name for the output spreadsheet 5. Enter a delivery option (print, fax or email)

a. Users can mark the Disable delivery options box if they want to work from the Excel spreadsheet in the Client’s Attachment view

6. Click Continue 7. Drivers will appear in the Export Risks pop-up window 8. Click Export 9. Pop-up asks “Do you wish to begin exporting risks?” Answer Yes. 10. The ERSK Exported risks activity appears – take appropriate action before clicking

Finish to close the pop-up. 11. Job is processed

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Import Driver List

Epic allows you to export Drivers for client verification and import for quick and easy entering of data. You must use a specific template to import / export Drivers*.

1. Locate your client 2. Click Contacts on the navigation panel, 3. Click Actions 4. Select Import Risks

5. Click the Add button . 6. Risk type is Drivers 7. Mapping file – Drivers List Commercial Lines 8. Import and Update radio button should be marked

9. Click the magnifying glass button . 10. Click the correct radio button:

Existing client document – documents within Epic Existing file – documents outside of Epic

11. Click continue 12. Click Browse, add your excel list, click finish 13. In the Attach Existing File window, click the Browse button to locate your Driver’s List

and click Open. 14. Click Finish. 15. The Import First Row check box should be unchecked as we do not want to import the

titles from the excel spreadsheet. 16. Click Continue. 17. On the Import Risks window, click the Refresh link label in the blue header bar. 18. The status is changed from “Processing” to "Created."

19. Click the Edit button . 20. Click Import to pull the items on the list into the policy. 21. Click Yes to verify that you want to import the items. 22. Complete the Activity indicating you imported a Driver’s List 23. Click the Refresh link label again The import window will be blank indicating items in the queue have been processed You may need to exit the client and return to display the results of your import (refresh)

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Importing and Exporting Scheduled Equipment

Staff can Import Scheduled Equipment using a formatted spreadsheet. Data already entered on the application can also be exported into Excel. The rules for importing and exporting Equipment Schedules is the same as other import/export functionality in Epic (e.g. policy must be “In Process”). Configuring the Scheduled Equipment Import/Export Spreadsheet The data fields list for Scheduled Equipment is much shorter than other import/export configuration areas. You may find that the “defaults” that came with the system included all available fields other than “do not import”.

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Exporting Scheduled Equipment

1. Locate Account


3. Click on the Equipment Floater line of coverage

4. Click on Actions / Export Risks

5. In the pop-up window select Type from the dropdown (Scheduled Equipment)

6. In the File Name field enter a name for the Excel spreadsheet that will append to the

client’s Attachment view.

a. If users don’t want to be compelled to print, fax or email the output document

they can mark the “Disable Delivery Options” button. This will still append an

Excel spreadsheet in the client’s Attachment view.

b. If users want to secure a blank spreadsheet that contains the import headers on

the spreadsheet they can mark the box to “Send as blank template”. They can

do this in conjunction with marking the “Disable delivery options” button to have

the blank spreadsheet append to the client’s Attachment view.

c. Click Continue

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d. A pop-up window will appear. If scheduled equipment is being exported it will

appear in the window.

e. Click Export

f. They system asks you to confirm that you want to Export date – click on Yes.

g. A system generated ERSK (Exported Risks) activity is presented. This activity

defaults as Open. Users should act on the activity accordingly.

h. The spreadsheet appears on the Attachment view as an Excel spreadsheet.

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Importing Scheduled Equipment

1. Locate Account


3. Click on the Equipment Floater line of coverage

4. Click on Actions / Import Risks

5. In the Import – Risks pop-up window click on the Add icon

6. In the Add Batch – Import risks pop-up enter the following information:

a. In the Risk type dropdown select Scheduled Equipment

b. In the Mapping file dropdown select Scheduled Equipment

c. In the Importing Options area make an appropriate selection. System defaults to

Import and Update

d. In the Select file to import field click on the magnifying glass on the right side of

the field.

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e. In the Import from pop-up locate the spreadsheet populated with Scheduled

Equipment:

i. Select Existing client document if the spreadsheet is on the client’s

Attachment view

ii. Select Existing file if the spreadsheet is on the network.

f. Click Continue

g. When selecting an Existing Client Document the Available Attachments pop-up

appears showing client’s Attachments. Users can sort columns and use Search

Where to locate the desired document.

h. After clicking on your document to select it click Finish.

i. The document appears in the import window

j. Click Continue

k. The Import – Risks pop-up appears showing the import spreadsheet with a

Status of Processing.

l. Click Refresh in the top right corner of the screen.

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m. The Status changes to Processed.

n. Click Create in the bottom right corner.

o. The Status is updated to Created.

p. Click Preview

q. The Scheduled Equipment appears in the pop-up.

r. Click Import

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s. Do you wish to begin importing? Click on Yes.

t. The IRSK (Import Risks) System Generated Event activity is presented and

defaults to closed.

u. The Status shows as saving. Click Refresh. Click X to close the pop-up.

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v. The application detail for the Equipment line of coverage now shows the

imported scheduled equipment.

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Importing and Exporting Property Locations

When a new account is added to Epic for Commercial Lines staff are encouraged to add the Other Named Insureds as Business Contacts. As part of this process they are also adding the location addresses associated with that Named Insured. Entering information under Contacts makes this information available when completing an Acord application:

Acord 125 – use the magnifying glass to select the Other Named Insureds from Contacts eliminating the need to rekey the information or format/import from a spreadsheet

Acord 125 – use the magnifying glass to select the Insured Locations entered in association with Business Contacts eliminating the need to rekey or format/import from a spreadsheet

Configuration Data Fields

Configure > Policy > Import/Export Risks > Locations/Commercial Locations or Locations/Residential/Residential Locations Double-clicking on one of the item in the list opens the mapping file where you could click the Add icon and make other selections, if required. Many of the additional fields relate to application detail.

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When you edit this option there are several other fields that can be included…..and more.

Exporting Property Locations

1. Locate Account 2. Click on Policies 3. Click on the Property line of coverage for a Package Policy

a. If you open policy details you need to click on Property / Premises 4. From the Options bar at the top of the screen select Actions / Export Risks 5. Under Type select Locations 6. For the Mapping File select Property Locations 7. Under File enter a name for the output document 8. Make a delivery option selection

a. Marking the Disable delivery options checkbox provides an Excel spreadsheet in Client Attachments that can be worked

9. Click Continue 10. An Export Risks pop-up appears listing existing locations 11. Click Export in the bottom right corner 12. Pop-up appears asking “Do you wish to begin exporting risks?” Answer Yes 13. The ERSK Exported risks activity window appears – make appropriate edits and click

Finish 14. Output document is processes and delivered

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Importing Property Locations

1. Locate your client 2. Click Policies in the navigation panel 3. Click on the Property policy (policy must be in an In Process stage) 4. Click Actions 5. Select Import Risks 6. Click the Add button 7. Risk type is Locations 8. Mapping file – Property Locations 9. Choose the appropriate radio button

a. Import and Update b. Import and Replace c. Import, Update and Remove

10. Click the magnifying glass button to the right of the Select file to import field. 11. Click the correct radio button:

a. Existing client document – documents within Epic b. Existing file – documents outside of Epic

12. In the Attach Existing File window, click the Browse button to locate your Property List and click Open (The file name defaults in the Description field but can be changed to be more descriptive, if necessary)

13. The Import First Row check box should be unchecked as we do not want to import the titles from the Excel spreadsheet.

14. Click continue 15. On the Import Risks window click the Refresh link label in the blue header bar 16. The status is changed from “Processing” to “Created” 17. Highlight the imported row and click the Edit button 18. Click Import to pull the items on the list into the policy. 19. Click Yes to verify that you want to import the items 20. Complete the Activity indicating you imported a Property Schedule 21. Click the Refresh link again

The import window will be blank indicating items in the queue have been processed. You may need to exit the client/screen and return to display the results of your import (refresh).

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Proofs of Insurance

Configuring Holder Import/Export Spreadsheet options

Configure > Proofs > Import/Export > Certificate/Certificate Holder List; Certificate/Property; Evidence/Evidence of Commercial Property; Evidence/Evidence of Property There are several additional fields to select from in the dropdowns – you’ll need to thoughtfully consider whether there is value in adding them:

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Exporting Certificate Holders

1. Locate Client

2. Click on Proofs of Insurance

3. Click on Certificates

4. Select Actions at the top of the screen

5. Select Export Holders

6. In the Export Holders pop-up window the file definition “Certificate Holder List” defaults.

Do not change this.

7. Under Export Options in the File Name field enter a name for the spreadsheet you are

exporting (e.g. Exporting Holders or Blank Spreadsheet). This is the label that will

appear on the spreadsheet that automatically appends in the Account’s Attachment

view. By default any Holders will be included in the Export.

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8. If you need to secure a “Blank” template that provides you with the spreadsheet template

and excludes any holder-specific detail mark the “Send as blank template” box

underneath the file name field.

9. Under Delivery Options choose how the document will be generated. Regardless of the

option below an Excel spreadsheet appears in the Attachment view. Most staff choose

Print / Adobe printer and cancel the Save As box that is presented and go to the

Attachment view to launch the spreadsheet.

i. Fax – enter prompted Fax information

ii. Print – select desired printer (output document defaults as a PDF)

iii. Email – enter your email address in the appropriate field (output

document defaults as an Excel spreadsheet – this is the most common

option)

10. Click Continue in the bottom right corner of the pop up screen

11. The Export Holders screen appears. If holders are on the account they appear in this screen. If the “blank template” option was chosen the screen still appears but does not contain any holder information.

12. Click Export in the bottom right corner and the system asks you to confirm that you want

to start the process by clicking on Yes..

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13. The EHLD (Exported Holders) System Generated Event Activity appears. It defaults as

an Open Activity. Close before clicking Finish.

14. User is returned to the Certificates – Liability screen and the document was generated

using the selected Distribution method (e.g. email).

15. A spreadsheet is also automatically appended to the Attachment view.

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16. It is critical when populating the Excel spreadsheet that information be copied and pasted from Epic to ensure accuracy:

a. Additional Named Insured / Address b. Coverage Options (e.g. 17-18 CGL $4M/$2M)

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Importing Holders (Certificates)

Certificate holder import instructions are outlined below. Holders need to be included on a properly formatted Excel spreadsheet. Use the Export Holder instructions to secure a copy of the formatted spreadsheet.

1. Locate Client


3. Click on Certificates

a. If you have more than one Master template for a year select it now


5. Select Import Holders

6. Click the Add (paper) icon

7. Enter information in the Import Holders screen

a. Mapping file defaults to “Certificate Holder List”. Do not change this.

b. Make an appropriate selection for Importing Options:

i. Import and Update

ii. Import and Replace

iii. Import, Update and Remove

8. In the Select file to import click on the magnifying glass and Browse to find the

formatted Excel spreadsheet and click Process to continue.

a. Is the spreadsheet already on the Account’s Attachment tab? If so, select

Existing Client Document.

b. If the spreadsheet is on the network select Existing file

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9. The Import Holders window appears and has a status of “Processing”. Users

MUST click REFRESH in the top right corner for the status to update to Created..

10. Click Preview in the bottom right corner of the screen to continue.

11. A list of Holders appears. Click Import to continue.

12. System asks user to confirm they want to continue by selecting the Yes response.

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13. The IHLD (Imported holders) System Generated Event Activity appears and defaults

as closed. Click Finish to close the screen.

14. The Import Holders screen appears with a Pending Status. Users must click

Refresh in the top right corner. The screen will clear and user will click the X to close the pop-up.

15. Holders are updated.

NOTE: It is important that you do NOT change the order of the columns on the import

spreadsheet. If you do information will import into Epic in the wrong fields.

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Exporting Additional Interests

1. Locate Client


3. Click on Evidences

4. Click on the Title to select Evidence of Commercial Property or Evidence of Property


6. Select Export Additional Interests

If you mark the “Disable delivery options” you can by-pass the need to print, fax

or email an output document and go directly to Attachments to use the Excel

spreadsheet output document that will be created

If you want a “blank” spreadsheet that only has the column headers with no

additional interest content mark the “Send as blank template” box

7. Click Continue

8. In the Export Holders pop-up window the file definition “Evidence of Commercial

Property” defaults. Do not change this.

9. Click Export in the bottom right corner of the pop-up

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10. Answer Yes to the pop-up asking if you want to export additional interests

11. The @EAI (Export Additional Interests) System Generated Event Activity appears. It defaults as an Open Activity. Close before clicking Finish.

12. User is returned to the Evidence screen and the document was generated using the

selected Distribution method (e.g. email). 13. A spreadsheet is also automatically appended to the Attachment view.

14. It is critical when populating the Excel spreadsheet that information be copied and

pasted from Epic to ensure accuracy:

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Importing Additional Interests

Additional Interest import instructions are outlined below. Additional Interests need to be included on a properly formatted Excel spreadsheet. Use the Export Holder instructions to secure a copy of the formatted spreadsheet.

2. Locate Client


4. Click on Evidences

5. Click on the Title to select Evidence of Commercial Property or Evidence of Property

If you have more than one Master template for a year select it now


7. Select Import Additional Interests

8. Click the Add (paper) icon

9. Enter information in the Import Holders screen

Mapping file defaults to “Evidence of Commercial Property”. Do not

change this.

Make an appropriate selection for Importing Options:

1. Import and Update

2. Import and Replace

3. Import, Update and Remove

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10. In the Select file to import click on the magnifying glass and Browse to find the formatted

Excel spreadsheet and click Process to continue.

Is the spreadsheet already on the Account’s Attachment tab? If so, select

Existing Client Document.

If the spreadsheet is on the network select Existing file

11. The Import Additional Interests window appears and has a status of “Processing”.

Users MUST click REFRESH in the top right corner for the status to update to Created.

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12. Click Preview in the bottom right corner of the screen to continue.

13. A list of Holders appears. Click Import to continue.

14. System asks user to confirm they want to continue by selecting the Yes response.

15. The @IAI (Import Additional Interests) System Generated Event Activity appears and defaults as closed. Click Finish to close the screen.

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16. The Import Additional Interests screen appears with a Saving Status. Users must click

Refresh in the top right corner. The screen will clear and user will click the X to close the pop-up.

17. Holders are updated.

NOTE: It is important that you do NOT amend the order of the columns on the import

spreadsheet. If you do information will import into Epic in the wrong fields.

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Migrations – things you want and things you don’t

If your office has been involved in more than one Legacy System to Epic migration you know there is data we want to migrate (clients, policies, activities, attachments, etc.) and then there is information that sneaks in the back door. In the pages above we discussed mapping files for importing and exporting risks (e.g. Commercial Autos). One of the things we have noticed during the many migrations we have done is that new files will show up on the list (e.g. we’ll see ANOTHER Commercial Autos mapping file listed but without any data fields selected). We’ve had issues DELETING these duplicate files and have instead amended the label (e.g. x Do Not Use Commercial Autos). Staff will still see these items in the mapping drop down when they are importing/exporting items but with this type of renaming these items will push to the bottom of the list leaving remaining valid items at the top of the list.

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Document View

Document View allows us to display data in Epic that is maintained on an Excel spreadsheet. Some examples could be a jewelry, property, vehicles or an equipment schedule. While scheduled data is ideal for Document View it is not reserved exclusively for scheduled information. Any data maintained in Excel can be formatted for Document View. This combines the mathematical power of Excel and the ease of data review in Epic. Applied Systems has provided a Tutorial for Document View that you may find useful. Epic Administration must “configure” and upload the Excel import spreadsheet(s) staff can use. Once the data is imported into Epic the information can be pulled into a summary, proposal or letter. Stipulation: Excel import spreadsheets must be formatted by the system administrator and

standards set for all templates. Also, the data cannot be manipulated in Document View. It is simply a different way to view information that resides on the Excel spreadsheet. When information changes you must reimport the spreadsheet to update the Document View display.

When configuring the Document View screens an entire spreadsheet can be secured or individual columns can be secured. Also, only employees with proper security will be able to view the Document View screens. Tip: Excel spreadsheets can contain hidden worksheets and columns. Applied Epic

imports on a 1:1 basis and does NOT ignore hidden worksheets or columns. You need to take this into consideration when setting up Document View screens to ensure that nothing is accidentally missed or erroneously included.

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Configuring a Document View Spreadsheet

Configure > Policy > Document View

1. Click the Add icon to activate the screen

2. In Details enter a Name for the document (e.g. Vehicle Schedule, Scheduled Equipment)

3. By default the Application Detail section will default to “All Policies”. At least one item

must appear in this view

You could leave this as the default where the worksheet you create could apply to

ALL lines of coverage, or

You can add a line for a specific line of coverage and then click the X to “delete” the All Policies option

When you click on the Add icon a pop-up appears where you need to deselect the “Document view applies to all application details” option

With this box deselected you can select Type of business and line(s) of coverage. You can use the “application detail” field to search for an application or simply select a line of coverage from the list – a response MUST be entered in this field before Epic will let you click Finish.

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After making your selection click Finish to accept the screen

3. Click on the Add icon in the Worksheets section. The spreadsheet you create can have

one or more worksheet tabs.

4. In the pop-up enter a name for the Worksheet Tab. At this point you can determine if the

worksheet needs to be secure or not. 5. To add additional Worksheet Tabs click on the Add icon. 6. Click Finish when done.

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If you do not mark a column as “Secure” on the list the Secure column will show “False”

If you mark a column as “Secure” on the list the value will show “True”

4. Click the Add icon in the Columns section

5. Enter a name for the first column on the spreadsheet 6. When you click Add to enter the label for the second column initial information will

appear on the screen – continue clicking Add until your list is complete. 7. Click Finish

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8. On the left side of the screen are black up/down arrows where the order of the columns

can be manipulated.

9. When done click Finish in the bottom right of the screen. 10. Any spreadsheets you have configured will appear in the Configuration / Document View

list a. These items have not been installed

CAUTION! When adding a file there is an 8MB file size limit Tip: See the Epic Help file for more information on configuring security for users in your

organization.

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Installing a Document View list

1. Click on the Document View you want to Install to highlight it 2. Go to Actions / Install Document View

3. Configure pop-up will appear stating “installation complete” – click OK

4. The screen is updated showing that the schedule has been Installed.

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Using Document View

Importing a Spreadsheet for Document View

1. Locate Account

2. Click on Policies

3. The Policy must be “in process” (editable) to complete this process

4. Double-click on the desired policy to edit details

5. Click on the coverage line in the navigation panel (below Servicing/Billing) e.g.

Equipment Floater

6. Scroll down in the coverage sections to Document View

7. Click on the Add icon in the view to access a formatted template

8. Select the checkbox next to the items you want to work (e.g. Equipment Schedule)

9. Click Finish

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10. Equipment schedule will appear at the top of the Document View screen

11. Under Document View in the Navigation Panel on the left we now see the imported

schedule information

Creating a blank spreadsheet with header rows

1. With the Document View populated (e.g. Scheduled Equipment) with this item highlighted go to Actions / Export Risks

2. In the pop-up window select

a. Type: Scheduled Equipment for our example

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3. Select the Mapping File 4. Give the output document a File name 5. You may choose to both “Disable delivery options” and “Send as blank template” before

clicking on Continue at the bottom of the screen

6. The Export Risks pop-up window appears showing the header rows 7. Click Export

8. Answer “yes” to the pop-up asking if you want to continue.

9. The ERSK Exported Risks Activity window appears – make decisions about the activity

before clicking Finish.

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10. Regardless of the output options you selected a date and time stamped Excel spreadsheet appears in the clients Attachments view

Importing Document View Information

1. Locate Account

2. Click on Policies

3. Double-click on the target policy

4. Under coverage scroll down to the Document View for the coverage you are working on

5. In the left Navigation Panel you need to double-click on the coverage beneath the words

Document View (e.g. I clicked on Scheduled Equipment)

6. Screen changes – click on the magnifying glass to locate the information you want to

import

7. Make a selection to locate the document (e.g. select existing client document shows the

Attachment view; Select new document goes to the Network) before clicking Continue.

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8. If selecting Schedule from the Attachment view select the document and click Finish

9. The schedule is populated on the screen in Epic.

10. Click the X in the Navigation panel to close policy detail

If the schedule is imported from the Network the Excel Spreadsheet is automatically appended to the Attachment View.

Did You Know…? A policy must be editable (In Process) to add a schedule in the Document View.

Documents

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