Carrier Roles... 3 CCM Role Alerts Pane Headers Alerts Pane... 4 Workflow Status... 4

Transcription

1 DocFast DocFast TECHNOTE Carrier Case Manager Cheat Sheet This technote can be considered a cheat sheet for providing a better understanding of the meaning and navigation behind the DocFast Carrier Environment. Contents Carrier Roles... 3 CCMA Role... 3 CCM Role... 3 Alerts Pane Headers... 3 Alerts Pane... 4 Workflow Status... 4 Reports... 5 Upload XML... 5 Add New... 6 Pending and Completed Dashboard Headers... 7 Activity Filter... 7 Document Search... 8 Review Document... 8 Document Summary Screen... 9 Document... 9 Alerts and Messages... 9 Summary... 9 Status... 9 Signer Status Activity History Actions... 10

2 View My Dashboard Actions Menu Resend Change Request Transfer for Approval Approve Extension Decline Extension Print and Hand Deliver Cancel Delivery Take Approver Ownership P a g e

3 Carrier Roles There are two kinds of roles within a Carrier environment. Depending on the role a User may have more or fewer privileges within the DocFast tool. CCMA Role A User with a CCMA (Carrier Case Manager Administrator) role will have all rights granted to an Administrator within DocFast. This type of User can assume or reassign case ownership as well as grant or deny extensions and issue change requests. CCM Role A CCM (Carrier Case Manager) role will only have access and rights to work on cases specifically assigned to their User. Alerts Pane Headers Status Details the current status of the Document Package Delivery Expiration Date Details the date in which the Document Package is scheduled to expire Product Type Details the Document Type Distributor Details the Distributor behind the Document Package Case Manager Details the assigned Case Manager behind the Document Package Agent Details the Agent behind the Document Package Identification Number Details the Document ID Number/ Policy Number Documents Access to view the Document Package Actions Details the actions that CAN BE taken against the Document Package 3 P a g e

4 Alerts Pane The Alerts Pane details those Documents requiring immediate attention from the Carrier Case Manager, the Delivery Expiration Date, Document Type, Document Vendor, assigned Case Manager, assigned Agent, Document ID number and potentials courses of Action against the Document Package. Hovering over the Alerts icon will detail the Action that needs to be taken to move the document package forward to the next party. Workflow Status The workflow status details the current status of the Document Package and which party is currently in line to take action against the Document Package. Workflow Key For a detailed key of what the respective workflow avatars mean, click the Info icon next to the Status heading. 4 P a g e

5 Reports The Reports icon will navigate the User to the Carrier Reports section where the desired report can be selected and run instantly for review or export. For an in depth overview of the available Carrier Reports, please refer to the Carrier Reports Tech Note. Upload XML The Upload XML icon allows the Carrier User to upload the XML behind a new document package. Please Note that there is a limit of up to 50 files at a time with a total of 150 megabytes allowed per submissions. Also not the individual files are not to exceed 15 megabytes a piece. 5 P a g e

6 Add New Add New allows the Carrier User to begin the manual process of loading and selecting previous tagged PDF Templates for completion behind a desired Consumer/ Proposed Insured. See the below diagram for a review of the required fields for manual document package creation. Identification Number Details the Document Package ID Number or Policy Number Annual Premium Details the Annual Premium of the Document Package/ Policy Delivery Expiration Date Used to define the date in which the Document Package will expire making the Document Package inaccessible for additional actions Upload Documents Used to locate and upload the desired tagged PDF template behind the Document Package First Name A required field used to define the first name of the Primary Consumer 6 P a g e

7 Last Name A required field used to define the last name of the Primary Consumer Security Questions Used to define any security questions and respective answers which are posed to the Consumer to authenticate their identity at the beginning of the Consumer Signing Process Add new Allows the Carrier User to add any additional Consumers/ Signers to the Document Package Upload Private Documents Allows the Carrier User to attach any supplemental, non-required, documents such as Cover Letters and Marketing (Must be in a PDF format) to the Document Package Distributor The Distributor panel allows the Carrier User to define a particular Distributor as well as the associated Distributor Case Manager Administrator or Distributor Case Manager (DCMA/ DCM) behind the required workflow for the Document Package Agent The Agent panel allows the Carrier User to search for, and define, a particular Agent as a part of the required workflow for the Document Package Consumer The Consumer Panel allows the Carrier User to define the address for the Primary Consumer receiving the Document Package Send The send button creates and sends the Document Package off to the next party in the Document Package workflow Pending and Completed Dashboard Headers Latest Activity Details the date in which the last activity was taken against the Document Package Status Details the current status of the Document Package Delivery Expiration Date Details the date in which the Document Package is scheduled to expire Product Type Details the Document Type Distributor Details the Distributor behind the Document Package Case Manager Details the assigned Case Manager behind the Document Package Agent Details the Agent behind the Document Package Identification Number Details the Document ID Number/ Policy Number Documents Access to view the Document Package Actions - Details the actions that CAN BE taken against the Document Package Activity Filter The Activity Filter allows the User to filter by number of days, which document packages will be displayed behind the Alerts pane. The User can filter the Alerts pane by last 90, 60, 30, 7 days, or by the current day. They can also select All which will display any documents within or outside of the 90 day range. 7 P a g e

8 Document Search Search by Identification Number or Consumer Name X Search for pending or historic documents by entering the Doc ID number or Consumer name and clicking the Search icon. Review Document The User can review the Document Package by clicking on the PDF Icon. Upon Clicking the PDF icon a pop up window appear displaying the Document Package. Zoom Out The Zoom Out function allows the User to zoom further out on the Document Package image Zoom In The Zoom In function allows the User to zoom in for a closer view of the Document Package Save The Save function allows the User to Download and save a watermarked PDF copy of the Document Package. Please Note that the watermarked copy if not a valid copy for distribution 8 P a g e

9 Print The Print function allows the User to Print a watermarked copy of the Document Package. Please Note that the watermarked copy if not a valid copy for distribution In Process This watermark indicates that this is not a valid copy of the Document Package for distribution. Upon completion of the Document Package the watermark will be removed from the Document Package Document Summary Screen The User can access the Document Summary Screen by clicking on the Document Id Number for the Document Package. Document Allows the User to access and view the Document Package by clicking on the PDF icon. Alerts and Messages Displays and outstanding/ recent alerts and or messages pertinent to the Document Package. Summary Details the summary of the Document Package as contained within the Application. Status Indicates the current position or status of the Document Package as relates to the Workflow Key. (See Workflow Key) 9 P a g e

10 Signer Status Indicates the current position or status of the Document Package as it relates to the Workflow Key. (See Workflow Key) Activity History Provides a date and time stamped chronological record of actions taken, and by which User, behind the Document Package. Actions Opens the Actions Menu. (See Actions Menu) View My Dashboard Navigates the User back to the main dashboard. Actions Menu The Actions Menu is where a User will go to perform an action against the Document Package. 10 P a g e

11 Resend Clicking the Resend option will resend the Document to the next party in the down line workflow. Upon clicking this option the following message will be displayed indicating the next party who will be resent the document notification . Change Request Clicking the Change Request option will navigate the User to the following pop-up menu to select from a number of predefined change request options. The User can also opt to choose Other if the reasoning is not specific to the predefined options. Transfer for Approval Clicking the Transfer for Approval option will navigate the User to a pop-up window which allows them to search for other existing Case Managers within their organization for reassignment of the Document Package. Please Note this feature is available to both CCM and CCMA roles, but does not allow the User to assume approver ownership of the Document Package. For more information on this CCMA only right, please see the Take Approver Ownership section of this document. 11 P a g e

12 Approve Extension Selecting the Approve Extension option will navigate the User to a pop-up window which allows them to approve the requested extension or allot even more time to the requested extension. After selecting the new Delivery Expiration Date from the calendar option, the new date will be finalized by clicking the OK button. The requesting party is then notified via of the granted extension period. Decline Extension Select the Decline Extension option to deny and clear any Extension Requests from the Document Package Record. Once the extension request has been declined the requesting party will be notified of the extension denial via . Print and Hand Deliver Select Print and Hand Deliver to discontinue the edelivery process and proceed with a watermark-free paper Document. Please Note that this function can be turned off for the Distributor and Agent by the carrier. In the event that Print and Hand Deliver has been disabled by the Carrier the Distributor or Agent will need to issue a Change Request requesting a Paper Document Package to proceed. Additionally, once a Paper Delivery method has been requested, the Document Package cannot be returned to an edelivery workflow without being reissued by the Carrier. 12 P a g e

13 Cancel Delivery The Cancel Delivery option will navigate the User to the following pop-up menu to select from a number of pre-defined reasons for canceling the Document Package. The User can also opt to choose Other if the reasoning is not specific to the predefined options. Take Approver Ownership This option is only available to Carrier Case Manger Administrator roles (CCMA). This option allows the CCMA to assume Approver Ownership of the Document Package from another CCM or CCMA. 13 P a g e