Policy Documents: Difference between revisions

Revision as of 15:50, 16 January 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. They are essential for ensuring policy accuracy, transparency, and compliance.

Uploaded Documents

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 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.

How to Upload

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

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**.

Step 2: Open the Documents Section

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

Step 3: Initiate the Upload Process

Click the **Plus Sign (+)** at the bottom of the Documents section.
A dialog box will appear, prompting you to select the document to upload.

Step 4: Select and Classify the Document

Use the file browser to locate the document on your computer and select it.
Choose the appropriate **Document Type** from the dropdown menu. Examples include:
1. Declaration Page
2. Payment Receipt
3. Endorsement Request
4. Claims Documentation
Add a brief description in the **Document Notes** field (optional but recommended).

Step 5: Complete the Upload

Click the **Upload** button to add the document to the policy record.
Wait for the upload confirmation message to ensure the document was successfully added.

Step 6: Verify the Upload

Check the **Documents List** in the expanded Documents section to confirm the file appears with the correct classification and timestamp.
If any issues are noted, repeat the upload or contact technical support.

Notes

Ensure that documents are appropriately named and classified to facilitate easy retrieval.
Only authorized users can upload or modify documents within Equinox.
Uploaded files are immediately logged in the **Activity Log** for transparency.

@@ Line 13: / Line 13: @@
 * These documents reflect real-time updates and changes to the policy.
-== Document Organization ==
+== How to Upload ==
+To upload a document to a policy in Equinox, follow these steps:
-'''Document Categories'''
+=== Step 1: Access the Policy Record ===
-* Uploaded and system-generated documents are categorized for easy navigation:
+# Navigate to the **Search Bar** in the Equinox interface.
-** '''Application Documents''': Includes forms, questionnaires, and supporting evidence.
+# Enter the policy number, insured name, or property address to locate the desired policy.
-** '''Policy Changes''': Contains endorsements, corrections, and coverage adjustments.
+# Click on the policy from the search results to open the **Policy Record**.
-** '''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 2: Open the Documents Section ===
+# Scroll to the **Activity Log & Documents** section of the Policy Record.
+# Locate the **Documents** header and click to expand it.
+# Review the existing documents to ensure the new document does not already exist.
+=== Step 3: Initiate the Upload Process ===
+# Click the **Plus Sign (+)** at the bottom of the Documents section.
+# A dialog box will appear, prompting you to select the document to upload.
+=== Step 4: Select and Classify the Document ===
+# Use the file browser to locate the document on your computer and select it.
+# Choose the appropriate **Document Type** from the dropdown menu. Examples include:
+## Declaration Page
+## Payment Receipt
+## Endorsement Request
+## Claims Documentation
+# Add a brief description in the **Document Notes** field (optional but recommended).
+=== Step 5: Complete the Upload ===
+# Click the **Upload** button to add the document to the policy record.
+# Wait for the upload confirmation message to ensure the document was successfully added.
+=== Step 6: Verify the Upload ===
+# Check the **Documents List** in the expanded Documents section to confirm the file appears with the correct classification and timestamp.
+# If any issues are noted, repeat the upload or contact technical support.
+=== Notes ===
+* Ensure that documents are appropriately named and classified to facilitate easy retrieval.
+* 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]]