Table of Contents. Genoa User Guide. Administration Bridge User Guide Administration

Transcription

1 Table of Contents 0 Genoa User Guide Administration Bridge User Guide Administration

2 Table of Contents 0 Table of Contents TABLE OF CONTENTS... ADMINISTRATION... 1 Licensee Company & Employees... 2 Managing a Licensee Company... 2 Searching for a Licensee Company... 2 Creating a New Licensee Organization or Creating a Licensee Head Office... 4 Creating a Licensee (Subsidiary) Company... 4 Modifying a Licensee Company... 9 Deleting a Licensee Company Deactivating a Licensee Company Managing the Company Hierarchy Adding a Subsidiary Managing the Licensee Company s Employees Viewing the Licensee Company s Employees Viewing the Licensee Company s Policy Associations Managing a Licensee Employee...16 Searching for a Licensee Employee... 16

3 Table of Contents ii Adding a Licensee Employee Assigning Security Roles to an Employee Copying an employee Modifying a Licensee Employee Modifying an Employee's Company Managing an Employee's Policy Groups Assigning a Licensee Employee to a Policy Group Modifying the Licensee Employee s Policy Group Deleting a Policy Group from the Licensee Employee Deleting Multiple Policy Groups from the Licensee Employee ing a Licensee Employee's Password For One Employee For Many Employees at Once Deleting a Licensee Employee Deactivating a Licensee Employee Proprietary Company & Employees...34 Managing a Proprietary Company...34 Searching for a Proprietary Company Creating a Proprietary Company Modifying a Proprietary Company Deleting a Proprietary Company Deactivating a Proprietary Company... 40

4 Table of Contents iii Managing the Proprietary Company s Employees Viewing the Proprietary Company s Employees Viewing the Proprietary Company s Policy Associations Managing a Proprietary Employee...43 Searching for a Proprietary Employee Adding a Proprietary Employee Assigning Security Roles to an Employee Copying an employee Modifying a Proprietary Employee Managing an Employee's Policy Groups Assigning a Proprietary Employee to a Policy Group Modifying the Proprietary Employee s Policy Group Deleting a Policy Group from the Proprietary Employee Deleting Multiple Policy Groups from the Proprietary Employee ing a Proprietary Employee's Password For One Employee For Many Employees at Once Deleting a Proprietary Employee Deactivating a Proprietary Employee Managing Company Associations...60 Creating a Proprietary Company Relationship (From the Licensee Company)...60 Creating a Licensee Company Relationship (upon Creation of a Proprietary Company)...61

5 Table of Contents iv Creating a Licensee Company Relationship (from the Proprietary Company)...63 Modifying a Proprietary Company Relationship...64 Modifying a Licensee Company Relationship...65 Deleting a Proprietary Company Relationship (from the Licensee)...67 Deactivating a Proprietary Company Relationship (from the Licensee) Deleting a Licensee Company Relationship (from the Proprietary Company)...68 Deactivating a Licensee Company Relationship (from the Proprietary Company) Creating a Co-Licensee Relationship...69 Requesting the Relationship Accepting the Relationship Confirming the Relationship Endorsing the Co-Licensee Relationship Managing Report Templates (DOT)...78 Searching for/viewing a Report Template...78 Creating a Report Template...79 Using Excel to Confgure a Report Template Defining a Custom, Policy-Specific Report Template Modifying a Report Template...87 Deleting a Report Template...88 Deleting Multiple Report Templates...89 Glossary...90

6 Table of Contents v INDEX... 94

7 Licensee Company & Employees 1 Administration The Administration module is where you create and manage the reference data that is then used in the other modules of the system such as Policy Setup or Claims for example. The options listed in this section enable users with appropriate user rights to view or maintain reference tables associated with companies in their organization, within their administrative scope. The Company section is divided into the following subsections: policy reference tables, claims reference tables, miscellaneous and industry tools.

8 Licensee Company & Employees 2 Licensee Company & Employees In Licensee Company & Employees, create and manage your organization within the system. Every licensee organization has a headquarter company which can then have zero, one or many subsidiaries, each with its own subsidiaries as required. You can view the organizational hierarchy, add employees under their respective companies, view the list of policies each company is associated to as well as the list of relationships each licensee office has to its various broker and insurer partners. Managing a Licensee Company Searching for a Licensee Company Locate individual companies to manage Why would I search for a licensee company? To view or modify the details of a company, its subsidiaries or its employees You are assigned the Manage Licensee Company security right 1. Select Administration from the main menu. The system displays the Administration module s landing page. 2. Under the Miscellaneous section header click the Licensee Company & Employees hyperlink. The system displays the Company List which includes all of the companies in your organization within your administrative scope.

9 Licensee Company & Employees 3 3. Optionally, filter the grid as required to narrow the list of available companies. 4. Click the Company Name hyperlink for the company you wish to view or manage. Tip: You can easily access and view employee details for a specific employee by clicking on the hyperlink in the Number of Employees column for any available licensee company included the Company List. The system displays the selected company s Licensee Company Profile screen You can navigate through the company and associated employee screens as required.

10 Licensee Company & Employees 4 Creating a New Licensee Organization or Creating a Licensee Head Office Only Oceanwide system administrators can create the head office for a new licensee organization. Each licensee organization can only have one headquarter company. Creating a Licensee (Subsidiary) Company Why would I create a licensee (subsidiary) company? To build out the organizational hierarchy within the application so it reflects the existing branches, offices and employees using the system To ensure policies, premium activities and claims can be owned by, visible to and managed by the appropriate offices and employees You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage company details if you do not belong to the organization. There is a headquarter company already created 1. Select Administration from the main menu. 2. Under the Miscellaneous section header click the Licensee Company & Employees hyperlink. The system displays the Company List which includes all of the companies in the organization. 3. Click: a) [Add] at the bottom of the screen. The system displays the Licensee Company Profile screen.

11 Licensee Company & Employees 5 b) Select the company s Parent Company. The parent company is an existing office the new subsidiary will be directly below in the organization s hierarchy. Or, a) The Company Name hyperlink to select an existing office. The system displays the Licensee Company Profile screen. b) Click the Company Hierarchy side menu option. The system displays the Company Hierarchy screen. c) Check the box beside the company under which you are to add the new subsidiary company.

12 Licensee Company & Employees 6 d) Click [Create Subsidiary]. The system displays the Licensee Company Profile screen with the Parent Company field prefilled with the name of the company you selected from the Company Hierarchy screen. 4. Enter the Company Name. Tip: Ensure the company name is unique. It is best practice to include some address details in the company name to better identify the company throughout the application; for example: when creating assureds, printing certificates and generating reports. 5. Complete, at minimum, all of the required fields. Configuring Notification for Suspended Accounts

13 Licensee Company & Employees 7 When a user has a certain number of failed login attempts the system suspends the user s account. This means the employee cannot log in to the system. In the Suspended Notification field (in the Contact Details section), enter an address for the user who will be notified about suspended employee accounts. Selecting a Correspondence Language for System Notifications Select the language to use when the system generates notifications to the company s contacts. Depending on the type of notification (shipment vs. policy for example) the system looks for different companies settings. When generating a shipment for example, the system considers the employee who booked the shipment. The system will use the correspondence language selected for that employee s company. If the company does not have a correspondence language specified, the system uses the licensee s default template. If there is no licensee default template the system will use the system s default template, which is in English. If the employee s company specified a Correspondence Language but the licensee company does not have an template defined in the corresponding language, the system will use the licensee s default template and if there is no default template for the licensee, the system will use the system s default template, which is in English. Defining a Default Client side Website (when there are Multiple Websites) Use this field when the licensee organization has more than one client side portal. The value entered in this field indicates which client side website URL the company s employees should log into. Setting this up properly ensures that when trying to issue passwords to employees from different companies, which have access to different client side websites, the system can send all s at once. There is a default client website configured for each licensee; if a specific company does not have the default client side website filled in, their employees will be directed to the default client side website configured per licensee. Configuring an Invoice Number Prefix You can enter in an alphanumeric prefix that will be used at the start of each invoice number on every invoice generated via the system 6. Click [Save].

14 Licensee Company & Employees 8 The system confirms the company has been added and populates the company header with the company name The system enables the Licensee Company and Employee side menu options so you can manage other details for the newly created company

15 Licensee Company & Employees 9 Modifying a Licensee Company Why would I modify a licensee company? The company information has changed. You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage company details if you do not belong to the organization. There is at least one licensee company already created 1. Search for the licensee company you wish to modify 2. Modify the values for any field as required. 3. Click [Save]. The system saves your changes.

16 Licensee Company & Employees 10 Deleting a Licensee Company See Deactivating a Licensee Company. Deactivating a Licensee Company Why would I deactivate a licensee company? The company is no longer valid; the company has closed or been sold and is no longer a part of the existing organization You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage company details if you do not belong to the organization. There is at least one licensee company already created You deactivated any subsidiaries below the company you select to deactivate You deactivated any employees associated to the company or moved the company s employees to a different active company within the organization 1. Search for the licensee company you wish to modify 2. Uncheck the Active field at the bottom of the Licensee Company Profile screen.

17 Licensee Company & Employees Click [Save]. The licensee company s status is updated to inactive The company is no longer available for selection when specifying an owner company for a new policy or for any other company reference data Important: If you want to ensure a company can no longer be attached to any new policies as a co-licensee you must also deactivate or delete all company associations for the selected company. Important: When you deactivate a company that has subsidiaries below it the system does not automatically deactivate its employees. If you no longer want the users to log into the system you will need to manually update the status of each employee associated to the particular company.

18 Licensee Company & Employees 12 Managing the Company Hierarchy Why would I manage the company hierarchy? To ensure the company s organizational structure is set up accurately, reflecting the various offices and branches of the organization. To be able to create the system users under the necessary companies so data is managed in the system based on the appropriate scope. You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage company details if you do not belong to the organization. You have already selected a specific licensee company from the Company List screen There is at least a headquarter company already created 1. Click Company Hierarchy using the left side menu. s The system displays the company hierarchy showing all available offices in the organization You can add a subsidiary as required You can click the company hyperlink where applicable to view or edit a company you have the right to manage. Adding a Subsidiary See Creating a Licensee (Subsidiary) Company.

19 Licensee Company & Employees 13 Managing the Licensee Company s Employees See Managing a Licensee Employee. Viewing the Licensee Company s Employees Why would I view the licensee company s employees? To find a specific employee you wish to view, modify or manage To validate the list of available employees set up as system users for a particular licensee company You are assigned the Manage Licensee Employee security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage company details if you do not belong to the organization. You have already selected a specific licensee company from the Company List screen 1. Click Employees from the left side menu.

20 Licensee Company & Employees 14 The system displays the list of employees associated to the enabled company Click the View Details hyperlink to view the details of any particular employee

21 Licensee Company & Employees 15 Viewing the Licensee Company s Policy Associations Why would I view the licensee company s Policy Associations? To quickly see which policies the selected company is associated to To have a quick way to access, view and possibly modify the policy details of the policies the selected company is associated to You are assigned the Manage Licensee Company security right You are assigned the View Policy security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage company details if you do not belong to the organization. You have already selected a specific licensee company from the Company List screen 1. Click Policy Associations from the left side menu.

22 Licensee Company & Employees 16 The system displays the list of policies the company is associated to With the View Policy right, click the hyperlink in the Policy Name column to navigate to the Policy Setup screens for the selected policy Managing a Licensee Employee Searching for a Licensee Employee Locate individual employees to manage Why would I search for a licensee employee? To view or modify the details of a licensee employee. You are assigned the Manage Licensee Employee security right There is at least one licensee employee associated to one of the licensee companies in the organization 1. Select Administration from the main menu. The system displays the Administration module s landing page. 2. Under the Miscellaneous section header click the Licensee Company & Employees hyperlink. The system displays the Company List which includes all of the companies in your organization within your administrative scope. 3. Click the Employee Search tab. The system displays the Employee Search screen.

23 Licensee Company & Employees Optionally enter in one or more search criteria to narrow your search. 5. Click [Search]. The system searches for the policy records within your scope that match all of the search parameters you entered and displays a list of employees. 6. Click the Employee Name hyperlink for the employee you wish to view or manage, or refine your query criteria to search again if the results do not include the employee you were looking for. Tip: Alternatively, from the Company List screen you can easily access and view employee details by clicking on the hyperlink in the Number of Employees column for any available licensee company, to view the associated Employee List for the selected company. The system displays the selected employee s Employee Profile screen You can navigate through the employee and associated company screens as required.

24 Licensee Company & Employees 18 Adding a Licensee Employee Why would I add a licensee employee? To create users that belong to the licensee organization who can access the system to manage reference data, policies and system activities. You are assigned the Manage Licensee Employee security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage licensee employee details if you do not belong to the organization. There is at least one existing licensee company that you can associate the new employee to You have already selected a specific licensee company from the Company List screen 1. Click Employees from the left side menu. The system displays the Employee List screen. 2. Click [Add]. The system opens the Employee Profile screen. 3. Complete at minimum the required fields. Select a User Type based on the following: o Power User: Has administrative scope to employees and data belonging to only his own company o Administrator: Has administrative scope to employees and data belonging to his company and his company s subsidiary offices o Company Administrator: Has administrative scope to employees and data belonging to every office in the organization Specify Employee Preferences accordingly:

25 Licensee Company & Employees To assign the employee a security role, refer to Assigning Security Roles to an Employee. 5. Click [Save]. The system adds the employee to the selected licensee company. Assigning Security Roles to an Employee Security roles are company resources configured in the Administration module that can be shared with any company in your organization. Each role consists of individual security rights that you wish to assign to your users. Follow these instructions to assign security roles or remove security roles as required. Why would I assign security roles to an employee? To determine which features each employee can use in the system. You can limit access to the system s modules, screens and fields by managing an employee s security roles for the policy.

26 Licensee Company & Employees 20 You are assigned the Manage Licensee Employee security right You are assigned the Manage Licensee Company security right You access an existing employee or create a new one You are accessing an employee that belongs to a company in your organization; you cannot manage an employee if you do not belong to the organization the employee belongs to. The company you belong to must have access to at least one employee security role for the participant type you are managing (configured in Administration) 1. From within a selected company, click Employees from the left side menu to navigate to the Employee List and select a specific employee from the list of available employees. Or, From the Company List screen click the hyperlink in the Number of Employees column to navigate to the Employee List for the associated company and select a specific employee from the list of available employees. Or, From the Employee Search screen, click [Search] to find a specific employee and select an employee from the Search s list. Or, From within a selected company, click Employees from the left side menu to navigate to the Employee List and click [Add] to create a new employee for the selected company. 2. Manage the security roles for the employee: To Add Security Roles to the Employee Select one or more security roles listed in the Assigned Security Roles, left column, to assign to the employee by pulling it over to the right column.

27 Licensee Company & Employees 21 o Select one or more items in the Excluded list, and click the right arrow to add them to the Included list o Use the double right arrow to add all items to the Included list (the right column) o Use the up and down arrows to the right of the Included list to change the order of the included items To Remove Security Roles from the Employee Select one or more security roles listed in the Assigned Security Roles right column to remove it from the employee by pulling it back over to the left column. o Select one or more items in the Included list, and click the left arrow to move them to the excluded list o Use the double left arrow to remove all items from the Included list 3. Click [Save]. The system saves the assigned roles for the employee The system displays a hyperlink which allows you to preview the list of unique security rights you assigned to the employee across all the security roles you selected to include.

28 Licensee Company & Employees 22 Copying an employee Copying an employee means copying the employee s user type, security roles, as well as the user and status screen preferences. Why would I copy an employee? To reduce data setup Base a new employee on an existing and similar employee You are assigned the Manage Licensee Employee security right You are assigned the Manage Licensee Company security right You are accessing an employee that belongs to a company in your organization; you cannot manage an employee if you do not belong to the organization the employee belongs to. There is at least one existing employee within your administrative scope 1. You either: Search for a licensee employee and check the checkbox beside the employee you wish to copy, from the Employee Search s screen Review the list of employees associated to the selected licensee company and check the checkbox beside the employee you wish to copy, from the Employees List screen Select a specific employee from either the Employee Search s or from the Employees List. 2. Click [Copy]. The system creates a new employee and copies over the relevant details.

29 Licensee Company & Employees 23 Important: When copying an employee, the system will not copy the selected employee s assigned security roles if the employee: Is assigned a security role that is no longer active Is assigned a broader security role (with more rights) than you possess Is assigned a security role that is outside your administrative scope 3. Complete the required fields that have not been copied 4. Click [Save]. The system saves the new employee.

30 Licensee Company & Employees 24 Modifying a Licensee Employee Why would I modify a licensee employee? The employee s details have changed To correct employee data that may not be accurate You are assigned the Manage Licensee Employee security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage licensee employee details if you do not belong to the organization. You have already selected a specific employee from either the Employee Search s or the Employees List 1. Modify the values for any field as required. 2. Click [Save] to update the employee. The system saves your changes. Modifying an Employee's Company Moves the employee to a different company within the current organization Why would I modify a licensee employee s company?

31 Licensee Company & Employees 25 When the licensee employee needs to transfer offices due to an office closing, organizational restructuring, a change in the employee s job role/position or the employee is physically relocating, You are assigned the Manage Licensee Employee security right You are assigned the Manage Licensee Company security right You are accessing an employee that belongs to a company in your organization; you cannot manage an employee if you do not belong to the organization the employee belongs to. There is at least one existing employee within your administrative scope You have administrative scope to at least two companies in the licensee hierarchy You have already selected a specific employee from either the Employee Search s or the Employees List 1. From the licensee s Employee Profile screen click the Advanced Management tab Note: You cannot see the Advanced Management tab if you select an employee whose user type is broader than yours. 2. In the New Company field select the licensee office that you wish to move the selected employee to.

32 Licensee Company & Employees Click [Save]. The employee belongs to a different licensee company The system updates the section s header to reflect the company you selected to move the employee to. You will now navigate within the context of the newly selected company. Managing an Employee's Policy Groups Broker/underwriter users may be given security rights for a hierarchy-independent and company-defined collection of policies, called "policy groups". Policy groups can be set up to reflect an interoffice hierarchy or an organization-wide policy grouping methodology. If a user is given a security right for a specific policy group, then this user has access to the functionality specified by the security right for all policies attached to the policy group, regardless of which office/company in the organization is directly responsible for the policy. Assigning a Licensee Employee to a Policy Group Why would I assign a licensee employee to a policy group? To grant an employee access to a set of policies the user would not otherwise have access or rights to, based on the employee s administrative user type and the employee s office within the company hierarchy. You are assigned the Manage Licensee Employee security right You are assigned the Manage Licensee Company security right You are accessing an employee that belongs to a company in your organization; you cannot manage an employee if you do not belong to the organization the employee belongs to. There is at least one existing employee within your administrative scope The company you belong to must have access to at least one policy group (configured in the Administration module) You have already selected a specific employee from either the Employee Search s or the Employees List

33 Licensee Company & Employees From the licensee s Employee Profile screen click the Policy Groups tab. The system displays the list of policy groups the employee currently belongs to. 2. Click [Add]. The system opens the Policy Group modal window. 3. Select a Policy Group to assign the employee to. 4. Assign the applicable security roles to the employee, for the selected policy group. 5. Click [Save] to add the employee to the policy group and remain on the page, [Save and New] if you wish to add the employee to another policy group without returning to the Policy Groups list, [Save and Close] if you are done adding the employee to policy groups or [Close] to return to the Policy Group list without saving the policy group assignment. The system saves your changes. Modifying the Licensee Employee s Policy Group Why would I modify the licensee employee s policy group? The employee s policy group details have changed To correct employee policy group data that may not be accurate You are assigned the Manage Licensee Employee security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage licensee employee details if you do not belong to the organization. You have already selected a specific employee from either the Employee Search s or the Employees List The employee is associated to at least one policy group

34 Licensee Company & Employees From the licensee s Employee Profile screen click the Policy Groups tab. The system displays the list of policy groups the employee currently belongs to. 2. Click the Policy Group hyperlink for the policy group you wish to update. The system opens the Policy Group modal window. 3. Assign the applicable security roles to the employee, for the selected policy group. 4. Click [Save] to update the employee s policy group details and remain on the page, [Save and New] if you wish to add the employee to another policy group without returning to the Policy Groups list, [Save and Close] if you are done updating the employee s policy group or [Close] to return to the Policy Group list without saving the policy group changes. The system saves your changes. Deleting a Policy Group from the Licensee Employee Why would I delete a policy group from the licensee employee? The employee no longer requires access to the particular policy group You are assigned the Manage Licensee Employee security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage licensee employee details if you do not belong to the organization. You have already selected a specific employee from either the Employee Search s or the Employees List The employee is associated to at least one policy group

35 Licensee Company & Employees From the licensee s Employee Profile screen click the Policy Groups tab. The system displays the list of policy groups the employee currently belongs to. 2. Click the Policy Group hyperlink for the policy group you wish to delete. The system opens the Policy Group modal window. 3. Click [Delete]. The system deletes the employee from the policy group. Deleting Multiple Policy Groups from the Licensee Employee Why would I delete multiple policy groups from the licensee employee? The employee no longer requires access to the policy groups You are assigned the Manage Licensee Employee security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage licensee employee details if you do not belong to the organization. You have already selected a specific employee from either the Employee Search s or the Employees List The employee is associated to at least one policy group 1. From the licensee s Employee Profile screen click the Policy Groups tab. The system displays the list of policy groups the employee currently belongs to. 2. Check the checkbox beside each policy group you wish to remove the employee from. 3. Click [Delete].

36 Licensee Company & Employees 30 The system deletes the employee from the selected policy groups.

37 Licensee Company & Employees 31 ing a Licensee Employee's Password Why would I a licensee employee s password? A new licensee employee is created and requires access to the system; the employee needs to set up the system password The employee s password has to be reset; an employee forgot the system password. You are assigned the Manage Licensee Employee security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage licensee employee details if you do not belong to the organization. There is at least one employee within your administrative scope For One Employee 1. From either the Employee Search s or the Employees List screen select one employee. The system displays the Employee Profile screen. 2. Click [ Password]. The system sends an to the selected employee which includes a link to where the employee can specify their system password. For Many Employees at Once

38 Licensee Company & Employees From either the Employee Search s or the Employees List screen check the checkboxes beside each employee you wish to a password to. 2. Click [ Password]. The system sends an to the selected employees, which includes a link to where the employees can specify their system password.

39 Licensee Company & Employees 33 Deleting a Licensee Employee Refer to Deactivating a Licensee Employee. Deactivating a Licensee Employee Why would I deactivate a licensee employee? The employee no longer works for the licensee organization The employee no longer requires access to the system You are assigned the Manage Licensee Employee security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage licensee employee details if you do not belong to the organization. There is at least one employee within your administrative scope 1. From either the Employee Search s or the Employees List screen select one employee. The system displays the Employee Profile screen. 2. In the Status panel, check the Active checkbox so it is deselected. 3. Click [Save]. The system deactivates the employee so they can no longer log in to the system.

40 Proprietary Company & Employees 34 Proprietary Company & Employees Proprietary companies are non-licensee business partners that you conduct business with. In order to attach these companies to your policies via the system you set them up in the Administration module as "proprietary" companies in the application. You can then associate each company within your hierarchy to the proprietary company in order to associate these proprietary partners to your policies in the system. Managing a Proprietary Company In Proprietary Company & Employees, create and manage a proprietary partner company. Each proprietary company consists of a single office. You can add users under the various proprietary companies, view the list of policies each company is associated to as well as the list of relationships each proprietary company has to the various licensee companies that belong to the licensee owner organization Searching for a Proprietary Company Locate individual companies to manage Why would I search for a proprietary company? To view or modify the details of a company or its employees You are assigned the Manage Company Associations security right You are logged in as an employee of the licensee organization that owns the proprietary company you are searching for; you cannot manage proprietary company details if you do not belong to the licensee organization.

41 Proprietary Company & Employees Select Administration from the main menu. The system displays the Administration module s landing page. 2. Under the Miscellaneous section header click the Proprietary Company & Employees hyperlink. The system displays the Company Search screen. 3. Optionally, enter some filter criteria in order to limit the available proprietary companies. Tip: To search for inactive companies check the Inactive checkbox. You can uncheck the Active checkbox if you want the system to only return deactivated companies. 4. Click [Search]. The system searches for the proprietary company records within your administrative scope that match all of the search parameters you entered and displays a list of companies. 5. Click the Company Name hyperlink for the company you wish to view or manage, or refine your query criteria to search again if the results do not include the company you were looking for. Tip: You can easily access and view employee details for a specific employee by clicking on the hyperlink in the Number of Employees column for any available proprietary company included the Company Search s list. The system displays the selected company s Proprietary Company Profile screen You can navigate through the company and associated employee screens as required.

42 Proprietary Company & Employees 36 Creating a Proprietary Company Why would I create a proprietary company? In order to associate partner (non-licensee) companies to the polices managed in the system. You are assigned the Manage Company Associations security right You are logged in as an employee of the licensee organization that owns the proprietary company; you cannot manage company details if you do not belong to the owner organization. 1. Select Administration from the main menu. 2. Under the Miscellaneous section header click the Proprietary Company & Employees hyperlink. The system displays the Proprietary Company Search screen which includes all of the companies in the organization. 3. Click [Create] at the bottom of the screen. The system displays the Proprietary Company Profile screen. 4. Select the Owner Company, the licensee company which will own the proprietary company in the system. 5. Complete, at minimum, all of the required fields.. Tip: Ensure the company name is unique. It is best practice to include some address details in the company name to better identify the company throughout the application; for example: when creating assureds, printing certificates and generating reports. Selecting a Correspondence Language for System Notifications

43 Proprietary Company & Employees 37 Select the language to use when the system generates notifications to the company s contacts. Depending on the type of notification (shipment vs. policy for example) the system looks for different companies settings. When generating a shipment for example, the system considers the employee who booked the shipment. The system will use the correspondence language selected for that employee s company. If the company does not have a correspondence language specified, the system uses the licensee s default template. If there is no licensee default template the system will use the system s default template, which is in English. If the employee s company specified a Correspondence Language but the licensee company does not have an template defined in the corresponding language, the system will use the licensee s default template and if there is no default template for the licensee, the system will use the system s default template, which is in English. Defining a Default Client side Website (when there are Multiple Websites) Use this field when the licensee organization has more than one client side portal. The value entered in this field indicates which client side website URL the company s employees should log into. Setting this up properly ensures that when trying to issue passwords to employees from different companies, which have access to different client side websites, the system can send all s at once. There is a default client website configured for each licensee; if a specific company does not have the default client side website filled in, their employees will be directed to the default client side website configured per licensee. Tip: if you wish to associate the proprietary company to one or more licensee companies in your organization at the same time as creating the company in the system, check the company s Shared checkbox and then under the Create Participant Association panel, check the Associate to Owner Company field. See Creating a Licensee Company Relationship for more details. 6. Click [Save]. The system confirms the company has been added and populates the company header with the company name

44 Proprietary Company & Employees 38 The system enables the Proprietary Company and Employee side menu options so you can manage other details for the newly created company Note: You cannot build a hierarchy in the system to represent a proprietary company organization. In the system, each proprietary company can only be made up of one office. There are no subsidiary companies.

45 Proprietary Company & Employees 39 Modifying a Proprietary Company Why would I modify a proprietary company? The company information has changed. The company information is inaccurate You are assigned the Manage Company Association security right You are logged in as an employee of the licensee organization that owns the proprietary company you wish to modify; you cannot manage proprietary company details if you do not belong to the licensee organization. There is at least one proprietary company already created 1. Search for the proprietary company you wish to modify 2. Modify the values for any field as required. 3. Click [Save]. The system saves your changes.

46 Proprietary Company & Employees 40 Deleting a Proprietary Company See Deactivating a Proprietary Company. Deactivating a Proprietary Company Why would I deactivate a proprietary company? The company is no longer valid; the company has closed or been sold and is no longer a partner. You are assigned the Manage Company Association security right You are logged in as an employee of the licensee organization that owns the proprietary company you wish to deactivate; you cannot manage proprietary company details if you do not belong to the licensee organization. There is at least one proprietary company already created You deactivated any employees associated to the company 1. Search for the proprietary company you wish to deactivate. 2. Uncheck the Active field at the bottom of the Proprietary Company Profile screen.

47 Proprietary Company & Employees Click [Save]. The proprietary company s status is updated to inactive. Important: If you want to ensure the proprietary company can no longer be attached to any new policies you must deactivate all company associations for the selected company. Important: When you deactivate a company that has employees associated to it, the employees are not automatically deactivated. If you no longer want the company s users to log into the system you will need to manually update the status of each employee associated to the particular company.

48 Proprietary Company & Employees 42 Managing the Proprietary Company s Employees See Managing Proprietary Employees. Viewing the Proprietary Company s Employees Why would I view the proprietary company s employees? To find a specific employee you wish to view, modify or manage To validate the list of available employees set up as system users for a particular proprietary company You are assigned the Manage Company Association security right You are logged in as an employee of the licensee organization that owns the proprietary company you wish to manage or you are logged in as a proprietary employee that belongs to the selected proprietary company There is at least one proprietary company already created You have already searched for a specific proprietary company from the Company Search screen 1. Click Employees from the left side menu. The system displays the list of employees associated to the enabled company Click the View Details hyperlink to view the details of any particular employee

49 Proprietary Company & Employees 43 Viewing the Proprietary Company s Policy Associations Why would I view the proprietary company s Policy Associations? To quickly see which policies the selected company is associated to To have a quick way to access, view and possibly modify the policy details of the policies the selected company is associated to You are assigned the Manage Company Association security right You are assigned the View Policy security right You are logged in as an employee of the licensee organization that owns the proprietary company or as an employee that belongs to the select proprietary company There is at least one proprietary company already created You have already searched for a specific proprietary company from the Company Search screen 1. Click Policy Associations from the left side menu. The system displays the list of policies the company is associated to With the View Policy right, click the hyperlink in the Policy Name column to navigate to the Policy Setup screens for the selected policy Managing a Proprietary Employee

50 Proprietary Company & Employees 44 Searching for a Proprietary Employee Locate individual employees to manage Why would I search for a proprietary employee? To view or modify the details of a proprietary employee. You are assigned the Manage Company Association security right You are logged in as an employee of the licensee organization that owns the proprietary company you wish to manage or you are logged in as a proprietary employee that belongs to the selected proprietary company There is at least one proprietary company already created You have already searched for a specific proprietary company from the Company Search screen 1. Select Administration from the main menu. The system displays the Administration module s landing page. 2. Under the Miscellaneous section header click the Proprietary Company & Employees hyperlink. The system displays the Company Search screen. 3. Click the Employee Search tab. The system displays the Employee Search screen.

51 Proprietary Company & Employees Optionally enter in one or more search criteria to narrow your search. 5. Click [Search]. The system searches for the proprietary employees within your administrative scope that match all of the search parameters you entered and displays a list of employees. 6. Click the Employee Name hyperlink for the employee you wish to view or manage, or refine your query criteria to search again if the results do not include the employee you were looking for. Tip: Alternatively, from the Company Search screen you can easily access and view employee details by clicking on the hyperlink in the Number of Employees column for any available licensee company, to view the associated Employee List for the selected company. The system displays the selected employee s Employee Profile screen You can navigate through the employee and associated company screens as required.

52 Proprietary Company & Employees 46 Adding a Proprietary Employee Why would I add a proprietary employee? To create users that belong to the proprietary company who can access the system to manage policies and system activities as required. You are assigned the Manage Company Association security right You are assigned the Manage Licensee Employee security right You are logged in as an employee of the licensee organization that owns the proprietary company you wish to manage or you are logged in as a proprietary employee that belongs to the selected proprietary company There is at least one existing proprietary company that you can associate the new employee to You have already searched for a specific proprietary company from the Company Search screen 1. Click Employees from the left side menu. The system displays the Employee List screen. 2. Click [Add]. The system opens the Employee Profile screen. 3. Complete at minimum the required fields. o Specify Employee Preferences o Specify Status Screen Preferences 4. To assign the employee a security role, refer to Assigning Security Roles to an Employee. 5. Click [Save]. The system adds the employee to the selected proprietary company.

53 Proprietary Company & Employees 47 Assigning Security Roles to an Employee Security roles are company resources configured in the Administration module. Each role consists of individual security rights that you wish to assign to your users. Follow these instructions to assign security roles or remove security roles as required. Why would I assign security roles to an employee? To determine which features each employee can use in the system. You can limit access to the system s modules, screens and fields by managing an employee s security roles for the policy. You are assigned the Manage Company Association security right You are assigned the Manage Licensee Employee security right You access an existing proprietary employee or create a new one The company you belong to must have access to at least one employee security role for the participant type you are managing (configured in Administration) 1. From within a selected company, click Employees from the left side menu to navigate to the Employee List and select a specific employee from the list of available employees. Or, From the Company Search s screen click the hyperlink in the Number of Employees column to navigate to the Employee List for the associated company and select a specific employee from the list of available employees. Or, From the Employee Search screen, click [Search] to find a specific employee and select an employee from the Search s list. Or,

54 Proprietary Company & Employees 48 From within a selected company, click Employees from the left side menu to navigate to the Employee List and click [Add] to create a new employee for the selected company. 2. Manage the security roles for the employee: To Add Security Roles to the Employee Select one or more security roles listed in the Assigned Security Roles, left column, to assign to the employee by pulling it over to the right column. o Select one or more items in the Excluded list, and click the right arrow to add them to the Included list o Use the double right arrow to add all items to the Included list (the right column) o Use the up and down arrows to the right of the Included list to change the order of the included items To Remove Security Roles from the Employee Select one or more security roles listed in the Assigned Security Roles right column to remove it from the employee by pulling it back over to the left column. o Select one or more items in the Included list, and click the left arrow to move them to the excluded list o Use the double left arrow to remove all items from the Included list

55 Proprietary Company & Employees Click [Save]. The system saves the assigned roles for the employee The system displays a hyperlink which allows you to preview the list of unique security rights you assigned to the employee across all the security roles you selected to include. Copying an employee Copying an employee means copying the employee s security roles, as well as the user and status screen preferences. Why would I copy an employee? To reduce data setup Base a new employee on an existing and similar employee You are assigned the Manage Company Association security right You are assigned the Manage Licensee Employee security right You are logged in as an employee of the licensee organization that owns the proprietary company you wish to manage or you are logged in as a proprietary employee that belongs to the selected proprietary company You have already searched for a specific proprietary company from the Company Search screen There is at least one existing employee within your administrative scope 1. You either: Search for a proprietary employee and check the checkbox beside the employee you wish to copy, from the Employee Search s screen Review the list of employees associated to the selected proprietary company and check the checkbox beside the employee you wish to copy, from the Employees List screen

56 Proprietary Company & Employees 50 Select a specific employee from either the Employee Search s or from the Employees List. 2. Click [Copy]. The system creates a new employee and copies over the relevant details. Important: When copying an employee, the system will not copy the selected employee s assigned security roles if the employee: Is assigned a security role that is no longer active Is assigned a broader security role (with more rights) than you possess Is assigned a security role that is outside your administrative scope 3. Complete the required fields that have not been copied 4. Click [Save]. The system saves the new employee.

57 Proprietary Company & Employees 51 Modifying a Proprietary Employee Why would I modify a proprietary employee? The employee s details have changed To correct employee data that may not be accurate You are assigned the Manage Company Association security right You are assigned the Manage Licensee Employee security right You are logged in as an employee of the licensee organization that owns the proprietary company you wish to manage or you are logged in as a proprietary employee that belongs to the selected proprietary company There is at least one proprietary employee within your administrative scope You have already selected a specific employee from either the Employee Search s or the Employees List 1. Modify the values for any field as required. 2. Click [Save] to update the employee. The system saves your changes. Managing an Employee's Policy Groups Broker/underwriter users may be given security rights for a hierarchy-independent and company-defined collection of policies, called "policy groups". Policy groups can be set up to reflect an interoffice hierarchy or an organization-wide policy grouping methodology. If a user is given a security right for a specific policy group, then this user has access to the functionality specified by the security right for all policies attached to the policy group, regardless of which office/company in the organization is directly responsible for the policy.

58 Proprietary Company & Employees 52 Assigning a Proprietary Employee to a Policy Group Why would I assign a proprietary employee to a policy group? To grant an employee access to a set of policies the user would not otherwise have access or rights to, based on the employee s administrative user type and the employee s office within the company hierarchy. You are assigned the Manage Company Association security right You are assigned the Manage Licensee Employee security right You are logged in as a proprietary employee that belongs to the selected proprietary company There is at least one existing employee within your administrative scope The company you belong to must have access to at least one policy group (configured in the Administration module) You have already selected a specific employee from either the Employee Search s or the Employees List 1. From the proprietary company s Employee Profile screen click the Policy Groups tab. The system displays the list of policy groups the employee currently belongs to. 2. Click [Add]. The system opens the Policy Group modal window. 3. Select a Policy Group to assign the employee to. 4. Assign the applicable security roles to the employee, for the selected policy group. 5. Click [Save] to add the employee to the policy group and remain on the page, [Save and New] if you wish to add the employee to another policy group without returning to the Policy Groups list, [Save and Close] if you are done adding the employee to policy groups or [Close] to return to the Policy Group list without saving the policy group assignment. The system saves your changes.

59 Proprietary Company & Employees 53 Modifying the Proprietary Employee s Policy Group Why would I modify the licensee employee s policy group? The employee s policy group details have changed To correct employee policy group data that may not be accurate You are assigned the Manage Company Association security right You are assigned the Manage Licensee Employee security right You are logged in as a proprietary employee that belongs to the selected proprietary company There is at least one existing employee within your administrative scope You have already selected a specific employee from either the Employee Search s or the Employees List The employee is associated to at least one policy group 1. From the Proprietary Employee Profile screen click the Policy Groups tab. The system displays the list of policy groups the employee currently belongs to. 2. Click the Policy Group hyperlink for the policy group you wish to update. The system opens the Policy Group modal window. 3. Assign the applicable security roles to the employee, for the selected policy group. 4. Click [Save] to update the employee s policy group details and remain on the page, [Save and New] if you wish to add the employee to another policy group without returning to the Policy Groups list, [Save and Close] if you are done updating the employee s policy group or [Close] to return to the Policy Group list without saving the policy group changes. The system saves your changes. Deleting a Policy Group from the Proprietary Employee

60 Proprietary Company & Employees 54 Why would I delete a policy group from the proprietary employee? The employee no longer requires access to the particular policy group You are assigned the Manage Company Association security right You are assigned the Manage Licensee Employee security right You are logged in as a proprietary employee that belongs to the selected proprietary company There is at least one existing employee within your administrative scope You have already selected a specific employee from either the Employee Search s or the Employees List The employee is associated to at least one policy group 1. From the Proprietary Employee Profile screen click the Policy Groups tab. The system displays the list of policy groups the employee currently belongs to. 2. Click the Policy Group hyperlink for the policy group you wish to delete. The system opens the Policy Group modal window. 3. Click [Delete]. The system deletes the employee from the policy group. Deleting Multiple Policy Groups from the Proprietary Employee Why would I delete multiple policy groups from the proprietary employee? The employee no longer requires access to the policy groups

61 Proprietary Company & Employees 55 You are assigned the Manage Company Association security right You are assigned the Manage Licensee Employee security right You are logged in as a proprietary employee that belongs to the selected proprietary company There is at least one existing employee within your administrative scope You have already selected a specific employee from either the Employee Search s or the Employees List The employee is associated to at least one policy group 1. From the Proprietary Employee Profile screen click the Policy Groups tab. The system displays the list of policy groups the employee currently belongs to. 2. Check the checkbox beside each policy group you wish to remove the employee from. 3. Click [Delete]. The system deletes the employee from the selected policy groups.

62 Proprietary Company & Employees 56 ing a Proprietary Employee's Password Why would I a proprietary employee s password? A new proprietary employee is created and requires access to the system; the employee needs to set up the system password The employee s password has to be reset; an employee forgot the system password. You are assigned the Manage Company Association security right You are assigned the Manage Licensee Employee security right You are logged in as an employee of the licensee organization that owns the proprietary company you wish to manage or you are logged in as a proprietary employee that belongs to the selected proprietary company There is at least one proprietary employee in the system within your administrative scope You have already selected a specific employee from either the Employee Search s or the Employees List For One Employee 1. From either the Employee Search s or the Employees List screen select one employee. The system displays the Employee Profile screen. 2. Click [ Password]. The system sends an to the selected employee which includes a link to where the employee can specify their system password. For Many Employees at Once

63 Proprietary Company & Employees From either the Employee Search s or the Employees List screen check the checkboxes beside each employee you wish to a password to. 2. Click [ Password]. The system sends an to the selected employees, which includes a link to where the employees can specify their system password.

64 Proprietary Company & Employees 58 Deleting a Proprietary Employee Refer to Deactivating a Proprietary Employee. Deactivating a Proprietary Employee Why would I deactivate a proprietary employee? The employee no longer works for the proprietary company The employee no longer requires access to the system You are assigned the Manage Company Association security right You are assigned the Manage Licensee Employee security right You are logged in as an employee of the licensee organization that owns the proprietary company you wish to manage or you are logged in as a proprietary employee that belongs to the selected proprietary company There is at least one employee within your administrative scope 1. From either the Employee Search s or the Employees List screen select one employee. The system displays the Employee Profile screen. 2. In the Status panel, uncheck the Active field so it is deselected. 3. Click [Save]. The system updates the employee s status to inactive The system deactivates the employee so the employee can no longer log in to the system.

65 Proprietary Company & Employees 59

66 Managing Company Associations 60 Managing Company Associations Company associations through the system allow two companies to be linked together in order to work together on a common policy within the system. Creating a Proprietary Company Relationship (From the Licensee Company) Why would I create a proprietary company relationship? In order to attach a broker or underwriter to a policy within the Policy Setup module, you must first create an association to that company in this section. You are assigned the Manage Company Association security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage company details if you do not belong to the organization. You have already selected a specific licensee company from the Company List screen (in the Licensee Company & Employees section) You have created at least one proprietary company in the system within your administrative scope 1. Click Company Associations from the left side menu. The system displays the Proprietary Company Relationships tab which includes any existing relationships with proprietary companies. 2. Click [Add]. The system opens the Proprietary Company Relationships modal window.

67 Managing Company Associations Select the Proprietary Company you wish to create an association to. 4. Optionally, complete any other fields as required. 5. Click [Save] to add the proprietary company association and remain on the page, [Save and New] if you wish to add more proprietary company associations without returning to the Proprietary Company Relationship list, [Save and Close] if you are done adding proprietary company associations or [Close] to return to the Proprietary Company Relationships list without saving the latest values. The system creates a company association between the enabled licensee company and the selected proprietary company (and displays it on the Proprietary Company Relationships tab). Creating a Licensee Company Relationship (upon Creation of a Proprietary Company) Why would I create a licensee company relationship upon creation of a proprietary company?

68 Managing Company Associations 62 In order to attach a broker or underwriter to a policy within the Policy Setup module, you must first create an association to the licensee company in this section. Instead of creating a proprietary company and creating the association to the licensee in two separate steps using two separate screens, you can do both from a single screen at once. You are assigned the Manage Company Association security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization that owns the proprietary company; you cannot manage proprietary company details if you do not belong to the licensee organization. 1. Create a new Proprietary Company. 2. Ensure the Shared checkbox is selected. 3. Check the Associate to Owner Company field under the Create Participant Association panel at the bottom of the screen. 4. Optionally, check the Associate to Owner Subsidiary Companies field to create an association between this proprietary company and all of the licensee offices in your organization. 5. Click [Save]. The system creates a proprietary company The system create an association between the newly created proprietary company and each of the licensee offices in the organization (and lists each one on the Proprietary Company Relationships tab)

69 Managing Company Associations 63 Creating a Licensee Company Relationship (from the Proprietary Company) Why would I create a licensee company relationship from the Proprietary Company? In order to attach a broker or underwriter to a policy within the Policy Setup module, you must first create an association to that company in this section. The proprietary company was set up initially and you now want to configure a relationship between one or more licensee office and the selected proprietary company You are assigned the Manage Company Association security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization that owns the proprietary company; you cannot manage proprietary company details if you do not belong to the licensee organization. You have already selected a specific proprietary company from the Company Search screen (in the Proprietary Company & Employees section) At least one proprietary company has been created in the system that is within your administrative scope 1. Click Company Associations from the left side menu. The system displays the Licensee Company Relationships tab which includes any existing relationships the selected proprietary company has with any licensee offices in your organization. 2. Click [Add]. The system opens the Licensee Company Relationships modal window. 3. Select the Licensee Company you wish to create an association to. 4. Optionally, complete any other fields as required.

70 Managing Company Associations 64 Tip: Click the Include Subsidiaries Not Already Associated' field in order to associate the enabled proprietary company to all of the licensee subsidiary offices below the Licensee Company you selected above. 5. Click [Save] to add the company association and remain on the page, [Save and New] if you wish to add more licensee company associations without returning to the Licensee Company Relationship list, [Save and Close] if you are done adding licensee company associations or [Close] to return to the Licensee Company Relationships list without saving the latest values. The system creates a company association between the enabled proprietary company and the selected licensee company as well as relationships to any of the licensee s subsidiaries if applicable (and displays it on the Licensee Company Relationships screen). Modifying a Proprietary Company Relationship Why would I modify a proprietary company relationship? The proprietary company relationship details have changed The Proprietary company relationship details are inaccurate You are assigned the Manage Company Association security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage company details if you do not belong to the organization. You have already selected a specific licensee company from the Company List screen There is at least one existing proprietary company relationship for the enabled licensee company

71 Managing Company Associations Click Company Associations from the left side menu. The system displays the Proprietary Company Relationships tab which includes any existing relationships with proprietary companies. 2. Click the View Details hyperlink for the proprietary company association you wish to modify. The system opens the Proprietary Company Relationships modal window. 3. Modify the values for any field as required. 4. Click [Save] to update the proprietary company association and remain on the page, [Save and New] if you wish to add a new proprietary company association without returning to the Proprietary Company Relationship list, [Save and Close] if you are done updating proprietary company associations or [Close] to return to the Proprietary Company Relationships list without saving the latest values. Tip: Use the modal s scrolling buttons to quickly navigate through each of the existing proprietary company relationships in the list to make additional updates if required, without returning to the main screen after saving each change. The system saves your changes. Modifying a Licensee Company Relationship Why would I modify a licensee company relationship? The licensee company relationship details have changed The licensee company relationship details are inaccurate

72 Managing Company Associations 66 You are assigned the Manage Company Association security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization that owns the proprietary company; you cannot manage proprietary company details if you do not belong to the licensee organization. You have already selected a specific proprietary company from the Company Search screen (in the Proprietary Company & Employees section) There is at least one existing licensee company relationship for the enabled proprietary company, within your administrative scope 1. Click Company Associations from the left side menu. The system displays the Licensee Company Relationships which includes any existing relationships between the selected proprietary company and the licensee companies. 2. Click the View Details hyperlink for the company association you wish to modify. The system opens the Licensee Company Relationships modal window. 3. Modify the values for any field as required. 4. Click [Save] to update the company association and remain on the page, [Save and New] if you wish to add a new licensee company association without returning to the Licensee Company Relationship list, [Save and Close] if you are done updating licensee company associations or [Close] to return to the Licensee Company Relationships list without saving the latest values. Tip: Use the modal s scrolling buttons to quickly navigate through each of the existing company relationships in the list to make additional updates if required, without returning to the main screen after saving each change.

73 Managing Company Associations 67 The system saves your changes. Deleting a Proprietary Company Relationship (from the Licensee) Refer to Deactivating a Proprietary Company Relationship (from the Licensee). Deactivating a Proprietary Company Relationship (from the Licensee) Why would I deactivate a proprietary company relationship? The licensee company will no longer be doing new business with the proprietary partner company The proprietary company is no longer an active company; the company is no longer in business You are assigned the Manage Company Association security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage company associations if you do not belong to the organization. You have already selected a specific licensee company from the Company List screen There is at least one proprietary company relationship within your administrative scope 1. Click Company Associations from the left side menu. The system displays the Proprietary Company Relationships tab which includes any existing relationships with proprietary companies. 2. Click the View Details hyperlink for the proprietary company association you wish to deactivate. The system opens the Proprietary Company Relationships modal window. 3. Uncheck the Active field in the Status panel at the bottom of the screen.

74 Managing Company Associations Click [Save] to update the proprietary company association and remain on the page, [Save and New] if you wish to add a new proprietary company association without returning to the Proprietary Company Relationship list, [Save and Close] if you are done updating proprietary company associations or [Close] to return to the Proprietary Company Relationships list without saving the latest values. The system deactivates the company association between the enabled licensee company and the proprietary company The licensee company can no longer select the proprietary company on any new policies in the system. Deleting a Licensee Company Relationship (from the Proprietary Company) Refer to Deactivating a Licensee Company Relationship (from the Proprietary Company). Deactivating a Licensee Company Relationship (from the Proprietary Company) Why would I deactivate a licensee company relationship (from the Proprietary Company)? The proprietary partner company will no longer be doing new business with the licensee company The proprietary company is no longer an active company; the company is no longer in business You are assigned the Manage Company Association security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization that owns the proprietary company; you cannot manage proprietary company details if you do not belong to the licensee organization. You have already selected a specific proprietary company from the Company Search screen (in the Proprietary Company & Employees section)

75 Managing Company Associations 69 There is at least one existing licensee company relationship for the enabled proprietary company, within your administrative scope 1. Click Company Associations from the left side menu. The system displays the Licensee Company Relationships screen which includes any existing relationships between the enabled proprietary company and the licensee companies. 2. Click the View Details hyperlink for the licensee company association you wish to deactivate. The system opens the Licensee Company Relationships modal window. 3. Uncheck the Active field in the Status panel at the bottom of the screen. 4. Click [Save] to update the licensee company association and remain on the page, [Save and New] if you wish to add a new licensee company association without returning to the Licensee Company Relationship list, [Save and Close] if you are done updating proprietary company associations or [Close] to return to the Licensee Company Relationships list without saving the latest values. The system deactivates the company association between the enabled proprietary company and the licensee company The related licensee company can no longer select the proprietary company on any new policies in the system. Creating a Co-Licensee Relationship Create an association to another licensee company of the system. This partnership allows you to work with the co-licensee to set up and manage a policy together, both using the system as required. Why would I create a co-licensee relationship? In order to attach a broker or underwriter to a policy within the Policy Setup module, you must first create an association to that company in this section To work with a system licensee who can access a shared policy through their own system website.

76 Managing Company Associations 70 You are assigned the Manage Company Association security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage company details if you do not belong to the organization. You have already selected a specific licensee company from the Company List screen There is at least one other licensee organization using the system Your Oceanwide Account Manager has defined a list of companies that are available for you to work with Requesting the Relationship This is the initial step of the association process. It is an invitation to a co-licensee to work on a policy together, in the system. The company that will be the policy owner is the company that should request the relationship. 1. Click Company Associations from the left side menu. The system displays the Proprietary Company Relationships tab which includes existing relationships with proprietary companies. 2. Click the Co-Licensee Relationships tab. The system displays the Co-Licensee Relationships list.

77 Managing Company Associations Click [Add]. The system opens the Co-Licensee Relationship modal window. 4. Select the Co-Licensee Company you wish to work with. 5. Optionally enter a Sender to override the system default and Additional Recipients as required. 6. Click [Request Relationship] to initiate the co-licensee association process or [Close] to return to the Co-Licensee Relationship list without sending a request.

78 Managing Company Associations 72 The system creates a company association between the selected licensee company and co-licensee company (displayed on the Co-Licensee Relationships tab) with a status of Requested The system sends an automatic to the appropriate recipients notifying them of the licensee s request Accepting the Relationship This is the second step in the association process. The co-licensee has to accept the licensee s invitation to work together and can optionally specify the minimum security rights the co-licensee requires in order to work on a policy with the licensee. 1. Click Company Associations from the left side menu. The system displays the Proprietary Company Relationships tab which includes existing relationships with proprietary companies. 2. Click the Co-Licensee Relationships tab. The system displays the Co-Licensee Relationships list. 3. Click the View Details hyperlink for the co-licensee association you wish to modify. The system opens the Co-Licensee Relationship modal window.

79 Managing Company Associations Select and double click the security rights from the left side you wish to include as the minimum rights your company will automatically be assigned on all policies the company works on with this particular co-licensee. 5. Click [Accept Relationship] to accept the invitation to work with the co-licensee or [Close] to return to the Co-Licensee Relationship list without accepting the request.

80 Managing Company Associations 74 The system updates the status of the relationship to Accepted The system sends an automatic to the appropriate recipients notifying them the co-licensee accepted the relationship and specified Note: You can modify the minimum security rights specified for the association until the relationship status is updated to Confirmed. If you wish to modify the minimum security rights for a particular association after the relationship status has been Confirmed, you will need to endorse the co-licensee relationship. The licensee that originally requests the relationship can never specify or edit the minimum security rights. Confirming the Relationship The final step in the association process. The licensee that requested the association reviews the updated relationship with the colicensee s specified minimum rights. The licensee can then finalize the association so the co-licensees can work together on a policy.

81 Managing Company Associations Click Company Associations from the left side menu. The system displays the Proprietary Company Relationships tab which includes existing relationships with proprietary companies. 2. Click the Co-Licensee Relationships tab. The system displays the Co-Licensee Relationships list. 3. Click the View Details hyperlink for the co-licensee association you wish to update. The system opens the Co-Licensee Relationship modal window. 4. Once you ve reviewed the minimum security rights specified, click [Confirm Relationship] to finalize the association or [Close] to return to the Co-Licensee Relationship list without confirming the association.

82 Managing Company Associations 76 The system updates the status of the relationship to Confirmed The system sends an automatic to the appropriate recipients notifying them the relationship has been confirmed The co-licensee can no longer edit the minimum rights for this relationship; to modify them, the co-licensee needs to endorse the relationship. Endorsing the Co-Licensee Relationship Why would I endorse a co-licensee relationship? To modify the set of minimum security rights the co-licensee is entitled to for a particular co-licensee association Important: Only the co-licensee company being invited to work with the licensee can specify, modify or endorse the minimum security rights. The licensee that requests the relationship and eventually owns the policy (in the system), can never edit or endorse the set of minimum security rights its co-licensee gets automatically on each policy they work on together. You are assigned the Manage Company Associations security right You are assigned the Manage Licensee Company security right You are logged in as an employee of the licensee organization you are trying to manage; you cannot manage company details if you do not belong to the organization. You have already selected a specific licensee company from the Company List screen There is at least one co-licensee relationship with a status of Confirmed 1. Click Company Associations from the left side menu. The system displays the Proprietary Company Relationships tab which includes existing relationships with proprietary companies.

83 Managing Company Associations Click the Co-Licensee Relationships tab. The system displays the Co-Licensee Relationships list. 3. Click the View Details hyperlink for the co-licensee association you wish to endorse. The system opens the Co-Licensee Relationship modal window in read-only mode. 4. Click [Endorse Relationship]. The system refreshes the screen enabling the Minimum Rights field. 5. Add and/or remove minimum security rights as required. 6. Click [Save] to endorse the association or [Close] to return to the Co-Licensee Relationship list without endorsing the relationship. The system resets the status of the relationship to Accepted The system sends an automatic to the appropriate recipients notifying them the relationship has been endorsed and the status has been reverted to Accepted To complete the endorsement the other licensee must once again confirm the relationship to finalize the updated set of minimum rights for the endorsed association.

84 Managing Report Templates (DOT) 78 Managing Report Templates (DOT) Create and manage custom report templates to generate reports for internal use or for your assureds, across specific modules in the system. These report templates are referred to as Data Output Templates and the feature is referred to as DOT. Searching for/viewing a Report Template Access the list of available report templates that have been created and are available for your use. Why would I search for a report template? To see which reports have already been created before trying to create a new template To verify the details of a template to better understand its expected content and format You are assigned the Manage Report Template security right You have clicked [Administration] from the top menu 1. Click the Manage Report Template hyperlink at the bottom of the Miscellaneous Section.

85 Managing Report Templates (DOT) 79 The system displays all available report templates within your administrative scope (depending on your User Type, the report template s Owner Company and whether the template has been set to shared ) Filter the columns if required to find the specific templates you are searching for Click the View Details hyperlink to view the details of any particular template Creating a Report Template You can design custom report templates, including the relevant columns you wish to see in the results that you or your assureds can generate as required. The report s filter criteria is specified when generating each report using the associated search screen s filter criteria. Why would I create a report template? To view key data fields To offer assureds or internal users a pre-defined report format they can generate as required that consists of the appropriate columns displayed in the desired order.

86 Managing Report Templates (DOT) 80 You are assigned the Manage Report Template security right You clicked Administration from the top menu 1. Click the Manage Report Template hyperlink under the Miscellaneous section. The system displays the Report Template List. Note: The list of links you may see on the Administration landing page can very depending on the security rights you are assigned. 2. Click [Add]. The system opens the Report Configuration screen. 3. Select the Owner Company for the report template.

87 Managing Report Templates (DOT) Enter a Report Name. 5. Indicate if the report template will be Shared (i.e. Should the template be accessible to the users belonging to offices below the report s selected Owner Company). 6. Select a value for Accessible To: o Policy Participants Broker, underwriter or assured company users with appropriate scope to the report template o Broker/Insurer Particpants Broker or underwriter company users with appropriate scope to the report template o My Organization Users belonging to or with administrative scope to the report template s selected Owner Company 7. Complete any other optional report attributes as required.

88 Managing Report Templates (DOT) Click [Save]. The system saves the template and displays the Report Columns so you can select the columns to include. 9. To define the report columns to include in the report you can either: o Use your mouse to select the columns from the left side of the Include/Exclude control. Click the right arrow to pull over the desired columns to the right side. Refer to Using Include/Exclude Controls

89 Managing Report Templates (DOT) 83 Or o Click [Export Configuration] to use Excel to select which columns to include and the sequence in which to order them 10. Click [Save]. o Click [Choose File] to import an existing template (in Excel) that you want to copy from. Then, click [Import Configuration] to upload the excel file into the system. The system saves your report template The report template is available for use via the Shipment Search screen Using Excel to Confgure a Report Template Why would I use Excel to configure a report template? To quickly create a new report template by copying an existing template To easily sort and filter all available columns to determine which columns to include in the report template and then assign a sequence to them using a full-screen view (rather than using an Include/Exclude control that provides a smaller view of the many, available columns) See Creating a Report Template. 1. After the report template settings have been saved, click the [Export Configuration] button to use Excel to select the columns to include in the template and sequence them as required.

90 Managing Report Templates (DOT) Enter a Sequence Number into column G for each field you wish to include as a column in the report output and indicate the order in which it should appear. When Excel opens, all available columns are listed alphabetically by Field Name. Use Excel s filter and sort features to find the shipment columns you wish to include in the template. Note: If some columns were already included in the report template per the Report Columns section onscreen, the system will open the Excel file with the Field Names sorted by Sequence Number ascending and all excluded columns (where no sequence number has been provided) will be sorted alphabetically at the bottom).

91 Managing Report Templates (DOT) 85 Tip: When assigning a Sequence Number it is recommended to enter values in increments of 10 so if you need to insert additional columns afterwards you do not need to re-sequence all of the columns previoiusly selected. 3. After you select the columns to include by assigning a Sequence Number, click File > Save As to save the file so you can reimport the configuration back into the application. 4. On the Report Configuration screen click [Choose File] to import the saved excel template. Select the Excel file and click Open or double click on the file name.