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Equinox '''Policy Documents''' are an integral part of the [[Policy Record]] and include both uploaded documents and those generated programmatically by the Equinox system. They are essential for ensuring policy accuracy, transparency, and compliance.
Equinox '''Policy Documents''' are an integral part of the [[Policy Record]] and include both uploaded documents and those generated programmatically by the Equinox system.  


=== '''Uploaded Documents''' ===
=== '''Uploaded Documents''' ===
[[File:Img-proc-doc-upload.png|thumb|Policy Documents menu]]
* NFIP required documents provided by agents, such as elevation certificates or warranty deeds.
* NFIP required documents provided by agents, such as elevation certificates or warranty deeds.
* Supporting documents added by underwriting, like property cards.
* Supporting documents added by underwriting, like property cards.
* Documents created by policyholders through the [[Consumer Portal]].
* Documents created by policyholders through the [[Consumer Portal]].
=== '''System-Generated Documents''' ===
=== '''System-Generated Documents''' ===
* Documents automatically created by Equinox systems during the policy lifecycle. Examples include:
Documents are automatically created by Equinox systems during the policy lifecycle. Examples include:
** Declarations pages
* Declarations pages
** Policy contracts
* Policy contracts
** Billing statements
* Billing statements
** Endorsement notices
* Endorsement notices
* These documents reflect real-time updates and changes to the policy.
These documents reflect real-time updates and changes to the policy.<br>
System-generated documents are typically mailed the following work day.
{{clear}}
== How to Upload ==
To upload a document to a policy in Equinox, follow these steps:


== Document Organization ==
=== Step 1: Access the Policy Record ===
# Navigate to the '''Search Bar''' in the Equinox interface.
# Enter the policy number, insured name, or property address to locate the desired policy.
# Click on the policy from the search results to open the '''Policy Record'''.


'''Document Categories'''
=== Step 2: Open the Documents Section ===
* Uploaded and system-generated documents are categorized for easy navigation:
# Scroll to the '''Activity Log & Documents''' section of the Policy Record.
** '''Application Documents''': Includes forms, questionnaires, and supporting evidence.
# Locate the '''Documents''' header and click to expand it.
** '''Policy Changes''': Contains endorsements, corrections, and coverage adjustments.
# Review the existing documents to ensure the new document does not already exist.
** '''Billing Records''': Tracks invoices, payment receipts, and billing notices.
** '''Renewal Documents''': Includes renewal offers and revised declarations.
'''Access Levels'''
* Documents are accessible to authorized users based on their role:
** '''Agents''': Full access to all uploaded and system-generated documents.
** '''Policyholders''': Limited access via the Customer Portal to view key documents such as declarations and billing statements.


=== Accessing and Managing Policy Documents ===
=== Step 3: Start the Upload ===
{{Box task
|image  = Img-proc-doc-upload-01.png
|size    = 200px
|alt    = An image showing the "Documents" menu along the right side of the page.
|caption = Click the '''Plus Sign (+)''' to select the upload menu
|text    = Click the '''Plus Sign (+)''' at the bottom of the Documents section to select the upload menu.
}}
{{Box task
|image  = Img-proc-doc-upload-02.png
|size    = 200px
|alt    =
|caption = The Upload Document menu
|text    = The Upload Document menu should be completed from the top down.
}}
=== Step 4: Select the Document ===
{{Box task
|image  = Img-proc-doc-upload-03.png
|size    = 200px
|alt    =
|caption = Click Select and choose the file to upload
|text    = When you click "Select" a dialog box will appear, prompting you to select the document from your files.
}}
{{Box task
|image  = Img-proc-doc-upload-04.png
|size    = 200px
|alt    =
|caption = Choose the File Type from the dropdown
|text    = Choose the appropriate '''Document Type''' from the dropdown menu. Examples include:
* Cancellation Request
* Change Form
* Elevation Certificate
* Primary Residence Statement
* Prior Carrier Declarations Page
}}
{{Box task
|image  = Img-proc-doc-upload-05.png
|size    = 200px
|alt    =
|caption = Enter a customized File Name
|text    = The document file name will be the default File Name; however, it can be customized for easier search and organization.<br>
Once all details are complete, click the '''Upload''' button to add the document to the Policy Record.
* A confirmation message should show the document was successfully added.
}}
=== Step 5: Find the Upload ===
{{Box task
|image  = Img-proc-doc-upload-06.png
|size    = 200px
|alt    =
|caption = The file can be found in the Documents list after it is uploaded
|text    = Check the updated list in the Documents section to confirm the file appears with the File Name and date stamp.<br>
{{attention|The file will download if the name in the list is clicked.}}
}}
{{Box task
|image  = Img-proc-doc-upload-07.png
|size    = 200px
|alt    =
|caption = Click the eye icon to view the file in your browser
|text    = Click the eye icon to view the file in your browser
}}
== Important Details ==
* Only authorized users can upload or modify documents within Equinox.
* Uploaded files are immediately logged in the '''Activity Log''' for transparency.


'''Uploading Documents'''
* Agents can upload documents directly to a policy through the Agent Portal:
** Navigate to the specific policy.
** Select "Upload Document" and specify the category and description.
* Supported file formats include PDF, JPEG, and PNG.
'''Viewing Documents'''
* Both agents and policyholders can view documents via their respective portals:
** '''Agent Portal''': Offers full access to the document archive.
** '''Customer Portal''': Provides policyholders with access to key documents.
'''Editing Document Metadata'''
* Agents can update metadata (e.g., document type, description) for uploaded files to ensure proper classification.
'''Requesting System-Generated Documents'''
* If a document is missing or needs to be regenerated (e.g., an updated declarations page), agents can use the "Request Document" feature in the portal.
[[Category:Equinox]]
[[Category:Equinox]]

Latest revision as of 17:14, 5 March 2025

Equinox Policy Documents are an integral part of the Policy Record and include both uploaded documents and those generated programmatically by the Equinox system.

Uploaded Documents

Policy Documents menu
  • NFIP required documents provided by agents, such as elevation certificates or warranty deeds.
  • Supporting documents added by underwriting, like property cards.
  • Documents created by policyholders through the Consumer Portal.

System-Generated Documents

Documents are automatically created by Equinox systems during the policy lifecycle. Examples include:

  • Declarations pages
  • Policy contracts
  • Billing statements
  • Endorsement notices

These documents reflect real-time updates and changes to the policy.
System-generated documents are typically mailed the following work day.

How to Upload

To upload a document to a policy in Equinox, follow these steps:

Step 1: Access the Policy Record

  1. Navigate to the Search Bar in the Equinox interface.
  2. Enter the policy number, insured name, or property address to locate the desired policy.
  3. Click on the policy from the search results to open the Policy Record.

Step 2: Open the Documents Section

  1. Scroll to the Activity Log & Documents section of the Policy Record.
  2. Locate the Documents header and click to expand it.
  3. Review the existing documents to ensure the new document does not already exist.

Step 3: Start the Upload

An image showing the "Documents" menu along the right side of the page.
Click the Plus Sign (+) to select the upload menu
Click the Plus Sign (+) at the bottom of the Documents section to select the upload menu.
The Upload Document menu
The Upload Document menu should be completed from the top down.

Step 4: Select the Document

Click Select and choose the file to upload
When you click "Select" a dialog box will appear, prompting you to select the document from your files.
Choose the File Type from the dropdown
Choose the appropriate Document Type from the dropdown menu. Examples include:
  • Cancellation Request
  • Change Form
  • Elevation Certificate
  • Primary Residence Statement
  • Prior Carrier Declarations Page
Enter a customized File Name
The document file name will be the default File Name; however, it can be customized for easier search and organization.

Once all details are complete, click the Upload button to add the document to the Policy Record.

  • A confirmation message should show the document was successfully added.

Step 5: Find the Upload

The file can be found in the Documents list after it is uploaded
Check the updated list in the Documents section to confirm the file appears with the File Name and date stamp.
The file will download if the name in the list is clicked.
Click the eye icon to view the file in your browser
Click the eye icon to view the file in your browser

Important Details

  • Only authorized users can upload or modify documents within Equinox.
  • Uploaded files are immediately logged in the Activity Log for transparency.
Retrieved from "http://stage-help.equinox.insure/mediawiki/index.php?title=Policy_Documents&oldid=10169"