Daily Process for Policy Downloads

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Processing and importing the download files from your insurance carriers is a simple process which has four stages:

Contents

Frequently Asked Questions (FAQ)

Step 1: Download the Files From Your Insurance Carriers

There are a number of download manager programs, depending on which insurance companies the agency uses.

  • IVANS Transfer Manager
  • Team-UP Download
  • Progressive Plus
  • Mercury Downloader

Most files will be downloaded automatically to your computer/server through IVANS Transfer Manager.

For any download manager which does not run automatically, open each of the additional download managers to receive all files available from the company.

Step 2: Import the Download Files Into Newton

  1. Select Other -> Download.
  2. Select Add Files.
    Dl-addfiles.png
  3. Select all files other than the archive folder. (Left-Click on the first download, hold the Shift Key, then Left-Click on the last download.) Select Open.
    Dl-addfiles-select.png
  4. The download files will be automatically loaded into the Download Management Center.
    Dl-addfiles-loading.png
  5. If the Download Options are configured to Process files silently when performing immediate process, all policies with a matching number will process immediately without requiring user action. (Recommended)
  6. Review Pending Tab for items that require further attention.

Step 3: Pending Tab: Address Any Notes or Errors

After importing the download files into newton, all items are loaded onto the Pending Tab.

If the Download Options are configured to Process files silently when performing immediate process, all policies with a matching number will process immediately without requiring user action. (Recommended)

Description Status - Note or Error Required Action
AL3 Forms Error: Unable to locate NAIC code XXXXX Right-Click -> Configure NAIC...
AL3 Forms Error: Unable to locate AL3 line of business code XXXX Right-Click -> Configure AL3 Line...
AL3 Forms Error: Cannot be Silently downloaded until policy XXXXXXXXX exists. Policy Number does not exist. See Section Below to Process the Pending Tab
AL3 Commission - XXX Suspended - Created XX/XX/XXXX Right-Click -> Edit Details for Commission Download Processing
AL3 Commission - XXX Suspended - Unable to process commission download, errors encountered. Right-Click -> Edit Details -> Show Errors for Commission Download Processing
Commission Builder - XXX Suspended - Created XX/XX/XXXX Right-Click -> Edit Details for Commission Builder Processing
Commission Builder - XXX Suspended - Unable to process commission download, errors encountered. Right-Click -> Edit Details -> Show Errors for Commission Builder Processing
Uncommon Status Notes & Errors
Al3 Forms Error - Policy has an orphaned form bundle. Contact Support for assistance
AL3 Forms Suspended - Restarting policy sequences is recommended Right Click -> Restart Policy Sequences
AL3 Forms Suspended - The policy has a problem with unsynchronized policy sequences Contact Support for assistance

Step 4: Process the Download Pending Tab

Any policy download requiring additional action will remain on the Pending Tab.

  • If the Download Options are configured to Process files silently when performing immediate process, any policy number without an exact match will be placed on the Pending Tab with a Status: "Error: Cannot be Silently downloaded until policy XXXXXXXXX exists".
  • If the Download Options are not configured to Process files silently when performing immediate process, all policies will be placed on the Pending Tab with a Status: "Ready to process".
Any suspended download must be released before it can be processed. 
Right-Click -> Release this item or Right-Click -> Release All Suspended

Once the status notes and errors are addressed, select Process All... to process all Pending Tab items.

(Optionally, Right-Click -> Process This Item ... to process a single item.)

Dl-pending-processall.png

Process A Download For A New Policy Number

When a new policy number is processed in download, a series of prompts are provided to the download operator.

  1. First, the system will automatically search for an existing client and select a recommended action. The download risk data is on the left, and the existing clients are on the right.
  2. Select to either Create a New Client or Use an Existing Client. (Additional client records can be found using the client keyword search) Select OK.
    Dl-pending-processall-locateclient.png
  3. If Create a New Client is selected, the New Client window will display. Enter any additional text, and select OK.
    Dl-pending-processall-newclient.png
  4. After verifying the client details, the Make Policy window will display. Enter any additional text, and assign the correct Producer and CSR. Select OK.
    Dl-pending-processall-makepolicy.png
    (Optionally select View Download to view the full Download Risk details for the policy.)
    Dl-pending-processall-makepolicy-viewdl.png
  5. Repeat the process for all new policy numbers. When finished, all completed downloads will be changed to Status: "Download complete".
  6. Exit the Download Management Center and the completed downloads will be automatically cleared from the Pending Tab.