Policy Documents

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

Click the Plus Sign (+) at the bottom of the Documents section.

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

Policy Documents menu

Step 4: Select the Document

Click the Plus Sign (+) at the bottom of the Documents section.

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

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

Step 5: Complete the Upload

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

Step 6: Verify the Upload

1. Check the Documents List in the expanded Documents section to confirm the file appears with the correct classification and timestamp.
2. 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.