Difference between revisions of "Forms"

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[[Category:Forms]][[Category:Training Guides]]
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[[Category:Forms|Forms]][[Category:Training Guides]]
 
<table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;">
 
<table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;">
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<tr>
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    <td>[[File:Ic_description_black_24dp.png|link=Newton User Guide#Forms]] Newton User Guide: [[Newton User Guide#Forms|Forms]]</td>
 +
</tr>
 
<tr>
 
<tr>
 
     <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|Spring 2017]]</td>
 
     <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|Spring 2017]]</td>
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<li>[[Batch Send]]</li>
 
<li>[[Batch Send]]</li>
 
<li>[[Client Tab]]</li>
 
<li>[[Client Tab]]</li>
<li>[[Form Bundles]]</li>
+
<li>[[Forms: Configure Forms]]</li>
 +
<li>[[Forms: Form Bundle]]</li>
 
<li>[[Main Menu and Tab Navigation]]</li>
 
<li>[[Main Menu and Tab Navigation]]</li>
 
<li>[[MyInsuranceDashboard.com Integration|My Insurance Dashboard Integration]]</li>
 
<li>[[MyInsuranceDashboard.com Integration|My Insurance Dashboard Integration]]</li>
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<td>
 
<td>
 
<ul>
 
<ul>
 +
<li>[[:Category:Forms|Forms]]</li>
 
<li>[[:Category:New York State Insurance Forms|New York State Insurance Forms]]</li>
 
<li>[[:Category:New York State Insurance Forms|New York State Insurance Forms]]</li>
 
<li>[[:Category:Policy Tasks|Policy Tasks]]</li>
 
<li>[[:Category:Policy Tasks|Policy Tasks]]</li>
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#Select '''Create Item''' -> '''Form''' within the policy dashboard toolbar.
 
#Select '''Create Item''' -> '''Form''' within the policy dashboard toolbar.
 
#:[[File:Poldash-dashboard-toolbar.png]]
 
#:[[File:Poldash-dashboard-toolbar.png]]
#The list can be filtered by typing the name of a form, or the number of a form.   
+
#Select the desired form and select '''OK'''.
 +
#:The list can be filtered by typing the name of a form, or the number of a form.   
 
#:Enter "truck" for trucking application, or "25" for the ACORD 25 Certificate of Liability. The entered filter can be viewed in the title bar of a window.   
 
#:Enter "truck" for trucking application, or "25" for the ACORD 25 Certificate of Liability. The entered filter can be viewed in the title bar of a window.   
 
#:To clear the filter, press '''<backspace>'''.  
 
#:To clear the filter, press '''<backspace>'''.  
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#Optionally enter a form description within the top toolbar for easy identification within Newton. The description does not print on the form.  
 
#Optionally enter a form description within the top toolbar for easy identification within Newton. The description does not print on the form.  
 
#Select '''Save'''.  
 
#Select '''Save'''.  
#Optionally add the form to a [[Form Bundle]].  
+
#Optionally add the form to a [[Forms: Form Bundle|Form Bundle]].  
#Select '''Preview''', '''Print''', or '''[[Batch Send]]''' to generate the form.  Batch Send provides a single interface to select multiple forms and send the package of forms to a printer, a .PDF file, [[MyInsuranceDashboard.com Integration|My Insurance Dashboard]], a [[Fax Integration|fax printer]], or as an [[Email Integration|email attachment]].  
+
#Select '''Preview''', '''Print''', or '''[[Batch Send]]''' to generate the form.  Batch Send provides a single interface to select multiple forms and send the package of forms to a printer, a .PDF file, [[MyInsuranceDashboard.com Integration|My Insurance Dashboard]], a [[Fax Integration|fax printer]], or as an [[Email|email attachment]].  
  
[[File:Ic_info_black_24dp.png]]  See: [[Scan An Electronic Signature]] to setup electronic form signatures.  
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[[File:Ic_info_black_24dp.png]]  See: [[Scan An Electronic Signature]] to setup electronic form signatures.
  
 
== Import data on a form ==
 
== Import data on a form ==
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#On the [[Client Tab: Client Dashboard|'''Client Dashboard''' tab]] select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])''  
 
#On the [[Client Tab: Client Dashboard|'''Client Dashboard''' tab]] select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])''  
 
#'''Left-Click''' the desired policy number to open the [[Policy Dashboard]].   
 
#'''Left-Click''' the desired policy number to open the [[Policy Dashboard]].   
#Select the '''Policy Forms''' tab. ''(Optionally select [[Form Bundle|View Current Form Bundle (Risk)]] to open the form bundle window.)''
+
#Select the '''Policy Forms''' tab. ''(Optionally select [[Forms: Form Bundle|Form Bundle|View Current Form Bundle (Risk)]] to open the form bundle window.)''
#The Policy Forms tab displays all forms and [[Form Bundle|form bundles]] for the selected policy.  To view or edit a form, left-click the form description.
+
#The Policy Forms tab displays all forms and [[Forms: Form Bundle|form bundles]] for the selected policy.  To view or edit a form, left-click the form description.
 
#:[[File:Poldash-forms.png]]
 
#:[[File:Poldash-forms.png]]
 
#Enter any changes or [[#Import data on a form|import schedule or risk data]].  
 
#Enter any changes or [[#Import data on a form|import schedule or risk data]].  
 
#Select '''Save'''.
 
#Select '''Save'''.
#Select '''Preview''', '''Print''', or '''[[Batch Send]]''' to generate the form.  
+
#Select '''Preview''', '''Print''', or '''[[Batch Send]]''' to generate the form.
  
 
== Delete a form ==
 
== Delete a form ==
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#On the [[Client Tab: Client Dashboard|'''Client Dashboard''' tab]] select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])''  
 
#On the [[Client Tab: Client Dashboard|'''Client Dashboard''' tab]] select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])''  
 
#'''Left-Click''' the desired policy number to open the [[Policy Dashboard]].   
 
#'''Left-Click''' the desired policy number to open the [[Policy Dashboard]].   
#Select the '''Policy Forms''' tab. ''(Optionally select [[Form Bundle|View Current Form Bundle (Risk)]] to open the form bundle window.)''
+
#Select the '''Policy Forms''' tab. ''(Optionally select [[Forms: Form Bundle|View Current Form Bundle (Risk)]] to open the form bundle window.)''
 
#Left-click the form description for the desired form.  
 
#Left-click the form description for the desired form.  
 
#Select '''Other''' -> '''Delete This Form'''. Deleting a form saved to multiple policies such as the ACORD 25 - Certificate of Insurance '''removes the form from all policies'''.  
 
#Select '''Other''' -> '''Delete This Form'''. Deleting a form saved to multiple policies such as the ACORD 25 - Certificate of Insurance '''removes the form from all policies'''.  
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=== How do I add an electronic signature to ACORD forms? ===
 
=== How do I add an electronic signature to ACORD forms? ===
  
:How do I add an electronic signature automatically to an ACORD form when it is [[Batch Send|printed]] or [[Email Integration|emailed]]?
+
:How do I add an electronic signature automatically to an ACORD form when it is [[Batch Send|printed]] or [[Email|emailed]]?
  
 
----
 
----
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Before you begin, [[Scan An Electronic Signature|assign a scanned signature]] to a [[Producer Profile|user profile]].
 
Before you begin, [[Scan An Electronic Signature|assign a scanned signature]] to a [[Producer Profile|user profile]].
 
#[[#View or edit an existing form|Open the desired form using the steps above]].  
 
#[[#View or edit an existing form|Open the desired form using the steps above]].  
#Select '''Other -> Signature'''.
+
#Select '''Other -> Signature'''. ''(Optionally, press '''Ctrl-G''' to choose signature)''.
 
#Select '''Show signature on form'''.
 
#Select '''Show signature on form'''.
 
#Type the appropriate [[Producer Profile|producer code]].
 
#Type the appropriate [[Producer Profile|producer code]].
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----
 
----
 +
 
=== How do I fix my agency phone number? ===
 
=== How do I fix my agency phone number? ===
 
:The phone number showing on my ACORD form is incorrect.  How do I fix it?
 
:The phone number showing on my ACORD form is incorrect.  How do I fix it?
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;Answer
 
;Answer
  
There are two basic ways to include a [[Memo Writer: Create a Form Letter Template|cover letter]] within an [[Email Integration|email]].
+
There are two basic ways to include a [[Memowriter: Create A Form Letter Template|cover letter]] within an [[Email|email]].
*[[Batch Send]] can include a [[Memo Writer: Create a Form Letter Template|memo cover letter]] as the first page of the package PDF file.  
+
*[[Batch Send]] can include a [[Memowriter: Create A Form Letter Template|memo cover letter]] as the first page of the package PDF file.  
*A [[Memo Writer: Create a Form Letter Template|memo template]] can also be [[Email_Integration#Entering_the_Email_Message_Body|used as the body of the email]], with the certificate as an [[Attachment Integration|attachment]].
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*A [[Memowriter: Create A Form Letter Template|memo template]] can also be [[Email|used as the body of the email]], with the certificate as an email attachment.

Latest revision as of 15:28, 25 March 2019

Ic description black 24dp.png Newton User Guide: Forms
Ic info black 24dp.png Required Software Version: Spring 2017
Related Pages
Related Categories

Newton by Agency Systems contains a large library of ACORD forms. ACORD forms serve as the standard for policy communication across the insurance industry. (http://www.acord.org/standards/Forms/Pages/default.aspx)

In addition to the library of ACORD forms, New York State Insurance Forms, schedules for drivers, vehicles, properties, equipment, workers and policy summary pages are also available.

Before You Begin

Access to the Policy Dashboard requires the current operator to have Security System: AR -> Policy Transaction -> View access.

Access to create and edit an existing forms requires the current operator to have Security System: AR -> Policy Transaction -> Entry and Edit access.

Ic info black 24dp.png See: Security System for more information.

Create a form

Poldash-dashboard-toolbar-createitem.png
Policy Dashboard - Create Item Menu

New forms can be created from either the Client Tab, the Policy Dashboard, Policy & Billing, a Submission, automatically through Policy Tasks, by copying an existing form from one policy/client to another, or automatically through Download.

When a new holder is added to a certificate such as the ACORD 25: Certificate of Insurance, do not create a brand new form. See the section below and add the new holder to the existing form instead.

Ic info black 24dp.png Prior to creating a new form, the client and policy must already be entered into the system. See Create A Client and Create A Policy for more details.

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select the (+) next to Policies. (To expand the band by default, see: Preferences)
  3. Left-Click the desired policy number to open the Policy Dashboard.
    Clientdash-policies-selectpolicy.png
  4. Select Create Item -> Form within the policy dashboard toolbar.
    Poldash-dashboard-toolbar.png
  5. Select the desired form and select OK.
    The list can be filtered by typing the name of a form, or the number of a form.
    Enter "truck" for trucking application, or "25" for the ACORD 25 Certificate of Liability. The entered filter can be viewed in the title bar of a window.
    To clear the filter, press <backspace>.
    Forms-addforms-filters.gif
  6. An empty form will open with the agency and client details pre-filled when applicable.
  7. Enter or import data onto the form using the schedule buttons or by importing from another form. (See: the section below for more information)
  8. Optionally enter a form description within the top toolbar for easy identification within Newton. The description does not print on the form.
  9. Select Save.
  10. Optionally add the form to a Form Bundle.
  11. Select Preview, Print, or Batch Send to generate the form. Batch Send provides a single interface to select multiple forms and send the package of forms to a printer, a .PDF file, My Insurance Dashboard, a fax printer, or as an email attachment.

Ic info black 24dp.png See: Scan An Electronic Signature to setup electronic form signatures.

Import data on a form

The details of a form can be entered using a number of methods:

  • Populated automatically when created from Download.
  • Typing directly onto the form in the fields provided.
  • Importing data from other related ACORD forms by selecting Import Data... within the top toolbar.
  • Selecting the provided Vehicles, Drivers, Properties, Equipment, Workers, Holders, Interests, and Contact buttons within a form.
    Forms-chooseai.png
  • Right-clicking to override static or default text.
  • Right-clicking in large text fields to enter descriptions from schedules.
    Forms-insertdesc-prop.png
  • Selecting an electronic signature by pressing <Ctrl> + <G>. (Alternatively use Form Toolbar -> Other -> Signature.)

View or edit an existing form

Forms are listed on both the Client Tab and within the Policy Dashboard. The Client Tab lists all forms on all policies for the client. Multi-policy forms such as the ACORD 25 - Certificate of Insurance are listed in a category at the top of the client's forms tab.

Ic info black 24dp.png Previously printed and previewed forms are stored as .PDF files automatically. The completed documents can be access within the Policy Dashboard Activity and Attachments sections.

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select the (+) next to Policies. (To expand the band by default, see: Preferences)
  3. Left-Click the desired policy number to open the Policy Dashboard.
  4. Select the Policy Forms tab. (Optionally select Form Bundle|View Current Form Bundle (Risk) to open the form bundle window.)
  5. The Policy Forms tab displays all forms and form bundles for the selected policy. To view or edit a form, left-click the form description.
    Poldash-forms.png
  6. Enter any changes or import schedule or risk data.
  7. Select Save.
  8. Select Preview, Print, or Batch Send to generate the form.

Delete a form

If a form was created in error it can be deleted. Deleting a form cannot be reversed and requires Security System -> AR -> Policy Transaction -> Global access.

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select the (+) next to Policies. (To expand the band by default, see: Preferences)
  3. Left-Click the desired policy number to open the Policy Dashboard.
  4. Select the Policy Forms tab. (Optionally select View Current Form Bundle (Risk) to open the form bundle window.)
  5. Left-click the form description for the desired form.
  6. Select Other -> Delete This Form. Deleting a form saved to multiple policies such as the ACORD 25 - Certificate of Insurance removes the form from all policies.
  7. Select Yes to confirm.
  8. Close the form. If prompted to save changes, select No.

Frequently Asked Questions (FAQ)


How do I add an electronic signature to ACORD forms?

How do I add an electronic signature automatically to an ACORD form when it is printed or emailed?

Answer

Before you begin, assign a scanned signature to a user profile.

  1. Open the desired form using the steps above.
  2. Select Other -> Signature. (Optionally, press Ctrl-G to choose signature).
  3. Select Show signature on form.
  4. Type the appropriate producer code.
  5. Select OK, then Save.

How do I fix my agency phone number?

The phone number showing on my ACORD form is incorrect. How do I fix it?

Answer
  1. Select Setup -> Agency
  2. Select the Form/Numbering Setups tab.
  3. The Address on forms drop-down controls what address & phone number display by default to the forms.

Optionally, right-click within the address field on an ACORD form to override the setting to use a specific address.


How do I email a certificate to one holder with a cover letter?

Is there a way to attach a cover letter to a certificate of insurance before emailing it to a certificate holder directly?

Answer

There are two basic ways to include a cover letter within an email.