Forms: Certificate of Insurance

Newton User Guide: Forms

Related Pages

Batch Send Forms: Configure Forms Forms: Form Bundle MyInsuranceDashboard.com Integration Policy Dashboard Scan An Electronic Signature

The steps below outline the processes of creating or editing Certificates of Insurance with Certificate Holders and/or Property Interests.

Before you begin

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

See: Security System for more information.

Prior to creating a form, a client with a policy must already be entered into the system. See Create A Policy for more details.

Creating Master Certificate of Insurance

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 Create Item -> Create Certificate of Insurance from the policy dashboard toolbar.
5. Select the Policy Number(s) for each type of insurance.
6. Select Import Data from the top toolbar to pull limits from other ACORD forms or prior Certificates on the client.
7. Enter in a form Description (Example: 2019-2020 Master Certificate).
8. Enter in any additional limits.
9. Check Waiver of Subrogation if applicable to the policy(s).
10. Enter a Description of Operations that applies to all holders.
11. Select Other -> Managed Attached Files to attach files directly to the form that apply to any holder or property interest on the form.
12. Press Ctrl-G to choose signature.
13. Select Save from the top toolbar.

Adding Certificate Holders

1. Select Choose Holders from the top toolbar. (Optionally, use the Choose Certificate Holders button at the bottom of the form).
   • Use Copy Interests to copy any interest saved on the client.
   • Use Edit Interest to edit an interest already saved to the Certificate.
   • Use New Interest to add a new interest profile.
   • Use Find Interest to select a saved interest profile.
   • Use Remove Interest to remove interest from Certificate.
   • Use Interest Properties to set unique holder Description of Operations and Additional Insured.
   • Use Print Interest to print a list of all holders on the Certificate.
2. Click No files - Click to Edit to attach files directly to the holder(s).
3. Select Close after all holders are added.

Adding Property Interests

1. Select Choose Properties from the top toolbar. (Optionally, use the Choose Properties button at the bottom of the form).
   • Use Select to choose property with interest.
   • Use Edit to edit a property or property interest already saved to the Certificate.
   • Use New to add a new property with property interest.
   • Use Remove to remove property from Certificate.
   • Use Print to print a list of all properties and property interest on the Certificate.
   • Click No files - Click to Edit to attach files directly to the interest.
2. Select Close after all properties are added.

Batch Printing or Emailing Certificates of Insurance

1. Select Print from the top toolbar.
   • Use Check All to select all holders.
   • Use Uncheck All to de-select all holders.
   • Use right-click to Check Holders with Email (Optionally, use Ctrl+E).
   • Use right-click to Check Holders without Email (Optionally, use Ctrl+W).
2. Select Print or Email to generate the Certificates for specified holders.
   • Use Export to export selected holders to a spreadsheet.
   • Use Printer to change default printer.
   • Use Preview to see a PDF of the Certificate for each selected holder.
   • Use Cancel to return to the Certificate.

Click here for more information on emailing Certificates with form and / or holder attachments.

Existing Certificate of Insurance: Adding or Editing Certificate Holders or Property Interests

Open Existing Certificate of Insurance

1. Search for and load the client or prospect.
2. Select the Forms tab.
3. Left-Click the desired Certificate of Insurance.

Adding or Editing Certificate Holders

1. Select Choose Holders from the top toolbar. (Optionally, use the Choose Certificate Holders button at the bottom of the form).
   • Use Copy Interests to copy any interest saved on the client.
   • Use Edit Interest to edit an interest already saved to the Certificate.
   • Use New Interest to add a new interest profile.
   • Use Find Interest to select a saved interest profile.
   • Use Remove Interest to remove interest from Certificate.
   • Use Interest Properties to set unique holder Description of Operations and Additional Insured.
   • Use Print Interest to print a list of all holders on the Certificate.
2. Click No files - Click to Edit to attach files directly to the holder(s).
3. Select Close after all holders are added.

Adding or Editing Property Interests

1. Select Choose Properties from the top toolbar. (Optionally, use the Choose Properties button at the bottom of the form).
   • Use Select to choose property with interest.
   • Use Edit to edit a property or property interest already saved to the Certificate.
   • Use New to add a new property with property interest.
   • Use Remove to remove property from Certificate.
   • Use Print to print a list of all properties and property interest on the Certificate.
   • Click No files - Click to Edit to attach files directly to the interest.
2. Select Close after all holders are added.
3. Select Print to generate the Certificates.

Creating Renewal Certificates for Non-Downloaded Policy

Policy is Renewed by Policy Task

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 Policy Tasks -> Renew Policy.
5. Verify Policy Type -> Policy.
6. Verify Policy Number.
7. Select the Transaction Code for Renewal, typically REN.
8. Verify the Effective Dates for the renewal.
9. Optional Items:
   • Enter a short description in the Transaction Details field.
   • Do not select Bring Forward Attachments if the policy number does not change.
   • To create a follow up Diary item, select the Create Diary option.
   • Enter any additional activity details in the Policy Log field.
10. Select Next.
11. Place a check next to the Certificate of Insurance(s) to be renewed.
12. Select Next.
13. Once renewal process completes, open the Certificate of Insurance on the Policy Forms tab to make any updates or edits.
14. Select Other -> Managed Attached Files to attach files directly to the form that apply to any holder or property interest on the form.
15. Select Print to generate the Certificates.

Creating Renewal Certificates for Downloaded Policy

Policy is Renewed by Carrier Download

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 renewed policy number to open the Policy Dashboard.
4. Select Create Item -> Create Certificate of Insurance from the policy dashboard toolbar.
5. Select the Policy Number(s) for each type of insurance.
6. Select Import Data from the top toolbar to pull limits from prior term master.
7. Enter in form Description (Example: 2019-2020 Master Certificate).
8. Enter in any additional limits.
9. Check Waiver of Subrogation if applicable to the policy(s).
10. Enter a Description of Operations that applies to all holders.
11. Select Other -> Managed Attached Files to attach files directly to the form that apply to any holder or property interest on the form.
12. Press Ctrl-G to choose signature.
13. Select Save from the top toolbar.
14. Select Choose Holders from the top toolbar. (Optionally, use the Choose Certificate Holders button at the bottom of the form).
15. Select Copy Interests to copy holders (interests) from prior term master.
16. Select desired holders to copy; press OK.
17. Select Print to generate the Certificates.

Adding Unique Description of Operation and Additional Insured Properties

Certificate Holders: Choose Holders

1. Search for and load the client or prospect.
2. Select the Forms tab.
3. Left-Click the desired Certificate of Insurance.
4. Select Choose Holders from the top toolbar. (Optionally, use the Choose Holders button at the bottom of the form).
5. Left Click the Certificate Holder and select Holder Properties from the menu (Optionally, use Interest Properties button with holder highlighted).
6. Enter desired Interest Notes (Note: Interest Notes are for internal use only and will not print onto the holders Certificate).
7. Enter in the Description that will be unique to the holder.
8. Use Append this description to existing text if the description needs to be added to the text already entered on the master Certificate of Insurance form.
9. Select applicable Additional Insured option.
   • If Yes, select the Add'l Insured Company (Note: the company code entered here will need to correspond with the company code entered on the selected policy on the Certificate of Insurance. All policies with this company code, will show the holder as an Additional Insured).
   • If Yes and the holder is only an Additional Insured on a single policy, select the Add'l Insured Policy.
10. Select OK.
11. Select Print to generate the Certificates.

Property Interest: Choose Properties

1. Search for and load the client or prospect.
2. Select the Forms tab.
3. Left-Click the desired Certificate of Insurance.
4. Select Choose Properties from the top toolbar. (Optionally, use the Choose Properties button at the bottom of the form).
5. Choose Select if the Property already exist on the client. (Optionally, select New to enter in the Property details).
6. Select the Property(s) to be added to the Certificate.
7. Select Edit.
8. Select Choose Property Interest.
   • Use Copy Interests to copy any interest saved on the client.
   • Use Edit Interest to edit an interest already saved to the property.
   • Use New Interest to add a new interest profile.
   • Use Find Interest to select a saved interest profile.
   • Use Remove Interest to remove interest from property.
   • Click No files - Click to Edit to attach files directly to the interest.
9. Left Click the interest and select Property Interest Properties from the menu (Optionally, use Interest Properties button with interest highlighted).
10. Select the ACORD 25 tab. (Optionally, select ACORD 24 if that's the desired form).
11. Enter desired Interest Notes (Note: Interest Notes are for internal use only and will not print onto the Certificate).
12. Enter in the Description that will be unique to the property interest.
13. Use Append this description to existing text if the description needs to be added to the text already entered on the master Certificate of Insurance form.
14. Select applicable Additional Insured option.
    • If Yes, select the Add'l Insured Company (Note: the company code entered here will need to correspond with the company code entered on the selected policy on the Certificate of Insurance. All policies with this company code, will show the holder as an Additional Insured).
    • If Yes and the property interest is only an Additional Insured on a single policy, select the Add'l Insured Policy.
15. Select OK.
16. Select Close.
17. Select Save.
18. Select X to close the property.
19. Select OK.
20. Select Close to return to the Certificate.
21. Select Print to generate the Certificates.

Certificate Holder and Interests Reports

Printing a Single Report for all Certificate Holders and Property Interests

1. Search for and load the client or prospect.
2. Select the Forms tab.
3. Left-Click the desired Certificate of Insurance.
4. Select Choose Holders from the top toolbar. (Optionally, use the Choose Holders button at the bottom of the form).
5. Select Print Interest.

Exporting a Report which Includes Email Address and Fax Number for All Certificate Holders and Interests

1. Search for and load the client or prospect.
2. Select the Forms tab.
3. Left-Click the desired Certificate of Insurance.
4. Select Print from the top toolbar.
5. Use Check All to select all holders.
6. Select Export.