Policy Documents

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

Policy Documents encompass the full range of documentation related to a policy. This includes:

1. Agent-Uploaded Documents
   • Supporting materials provided by agents, such as signed applications, proof of prior coverage, or inspection reports.
   • These documents are manually uploaded through the Agent Portal and linked to the respective policy.
2. 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 Documents Are Organized

1. Document Categories
   • Uploaded and system-generated documents are categorized for easy navigation:
     • Application Documents: Includes forms, questionnaires, and supporting evidence.
     • Policy Changes: Contains endorsements, corrections, and coverage adjustments.
     • Billing Records: Tracks invoices, payment receipts, and billing notices.
     • Renewal Documents: Includes renewal offers and revised declarations.
2. 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

1. 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.
2. 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.
3. Editing Document Metadata
   • Agents can update metadata (e.g., document type, description) for uploaded files to ensure proper classification.
4. 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.