Policy Information Screen

The Policy Information screen is divided into three (3) sections: Policyholder Information, Policy Information and Servicing Information.

Policyholder Information Section

This holds Policyholder 1 and 2 name / address information entered at the time of submission. On a new quote or policy, there are three Change links that allow you to revise any information entered during submission. If you forgot to enter Policyholder 2, clicking the Change link underneath allows you to enter them here.

Once a policy is issued, these links turn to View links which lets you see the information.

Policy Information Section

This holds the information selected at the time of submission (Company / State / LOB) and shows the quote or policy number assigned.

• Term: Required field; if this is the incorrect term to apply on a new business policy or quote, you can select a different one from the combo box
• Term Dates: Depending on the term of the policy, these dates default accordingly. Clicking the blue beginning Term Date link allows you to change the effective date of the quote or new business policy.
• First Written: Defaults to the transaction effective date of the quote / new business policy.

Servicing Information Section

Change Agent

Note: Users must have the "Access Agency Detail Control" authority (Policy Processing group) to access and change an agency.

On a new policy or quote, click the blue Change Agent link to select a different agency; to choose a different agency click Select. The Policy Information screen returns with the new agency / code and producer displayed.

AVS Client Code

This represents the agency's AVS Code. If known, it can be entered here. This code facilitates the download of policy information to the user's agency management system.

Referred by

Optional. If you wish to track who the policyholder's referral is, make a selection from the combo box.

Restricted Type

Note: Users must have the "Access Employee Policies" authority (System group). This allows users to process employee policies. Without this authority, users are not permitted to load or save employee policies.

When this value is changed from "N/A" to "Employee," this identifies the new policy as an employee policy. After the change, only users with authority will be able to process the policy.

Print Distribution

This defaults to "Unassigned" on new business policies and quotes. Clicking the blue Change link that displays the current print distribution for the policy. The method can be changed from "Unassigned" to mail, email, or mail and email with a corresponding email address if email is the preferred method.

Third Party Designee

Optional. This allows you add to third party designates to the quote / policy. As you add third parties, the number increments each time.

Lock Status

Note: Users must have the authority, "Change Lock Status," (Policy Processing group) to use this function.

This is used with the OFAC (Office of Foreign Assets Control) Interface. This functionality checks Policyholder (and Claim Payee) information against the OFAC (SDN: Specially Designated Nationals) List. The system generates an XML file in the Write Path provided by a system setting for each policyholder during policy issuance for NB, RN and EN transactions. Once a job has been set up in the Scheduler (Prelude Payflag File Creation), the system periodically scans the Read Path system setting (OFAC / File Based Adapter folder) and will place the return files in the directory. The system checks the returned file to determine if a match was found against the SDN list. In the event that a match was found, the system then locks the policy. You may use the Change link opposite the Lock Status field to unlock these policies.

To lock or unlock a policy:

• Change Link: Click
• Unlock / Lock: Select the appropriate radio button.
• Reason for Change: Enter a brief narrative for your action.
• Update: Click

The status is changed.

Move Policy

Note: Users must have the authority, "Move Policy," (Policy Processing group) to use this function.

Available on the following: "Pending" and "Active" policies, cancelled policies, most policy transactions and quotes.

This function allows you to move a policy from one client to another. An example of when you may want to do this is when there are two (2) policies (Personal Auto and Homeowner's) listed for the same policyholder and that policyholder's name has been entered twice in the system. So basically, you are placing the two (2) policies under one (1) policyholder record.

To move a policy:

• Access the policy you are moving.

• On the Policy Information screen, click Move Policy. (Note: If the policy you are moving is "Pending," a validation is presented. Answering No means the policy will not be saved to the database in its current state; you will be making changes you want to include when "Moving" the policy. Answering Yes means you will not be making any changes; you are moving the policy "as is.")

• On the Search for Client to Receive Policy screen, select your Search Criteria (Client Name or Client ID) and enter your search criteria in the corresponding field.

• Click Search.

• From the Data Grid View, click Select opposite the name of the policyholder you are moving the policy to.

• The policy being moved is displayed:

• "Pending" Policy: Make any changes necessary; rate & issue.

• "Active" Policy: Close out of the policy.  

Retrieve Client

Note: Users must have the authority, "Retrieve Client," (Policy Processing group) to use this function.

Available on the following: "Pending" policies and quote images. This function is only visible if the user has the authority and the Name / Address information is different.  

When Retrieve Client is selected, this copies updated information from the Client Information to the Policyholder Information.

Update Client

Note: Users must have the authority, "Update Client," (Policy Processing group) to use this function.

Available on the following: "Pending" policies, "Denied" policies, quote images as well as "Active" policies and transactions. This function is only visible if the user has the authority and the Name / Address information is different.

The function can be used to update the client name and address from the policyholder information at any time. This function saves the policy before comparing the client and policyholder information to validate if there are any differences.

Fraud Prevention Search Log

Note: To view and / or approve Fraud Prevention Search Log Records, users must have the authority, "Fraud Prevention Search Log Approval," in the Policy Processing group.

If the policy has failed to issue, because the policyholder has been black listed or the policy failed an Entity or VIN Fraud Protection Search configuration, users can release the failure and approve the policy by clicking the View link. When selected, it displays a screen showing log records. To release a policy, click the blue Approve link. Re-rate and issue the policy.

 Generate Policy XML

Generating a policy XML for trouble shooting purposes is done by:

• Accessing Diamond.

• Opening the policy.

• With the Policy Information screen displayed, select Generate Policy XML from the bottom of the screen.

• Click Open; the policy's XML displays.

• Click File / Save As.

• Select the directory where the file is being saved to. You can change the name of the file; however, it defaults to the Policy Number.
• Click Save.

• Select X  in the upper right of the screen.

You can then access it and route it to the proper individual for review purposes.

Queue Policy for Export

Please see the Queue Policy for Export function for complete details.