EDI Web Portal Quick Start Guide

Transcription

1 Including ALLIANCE OF NONPROFITS FOR INSURANCE (ANI) & NONPROFITS INSURANCE ALLIANCE OF CALIFORNIA (NIAC) EDI Web Portal Quick Start Guide Table of Contents Welcome!... 2 Getting Started... 2 Uploading Applications from Your Agency Management System... 2 Starting from the ANI/NIAC Secure Web Portal... 3 Renewal Applications... 4 Using the EDI Web Portal... 5 EDI Application Wizard... 5 Main Site Navigation... 5 Using EDI Web Portal Forms... 6 Attach Document... 6 Accordion Elements... 7 Pop-Up Wizards... 8 Yellow Fields... 8 Required Fields... 9 Reviewing Your Applications... 9 Collaborating with Applicants Send to Applicant Applicant Mode vs. Agent Mode Applicant Complete Notification Submitting Your Application Downloading Your Data

2 Welcome! Thank you for using the Electronic Data Interchange (EDI). The EDI serves both Alliance of Nonprofits for Insurance, Risk Retention Group (ANI) and Nonprofits Insurance Alliance of California (NIAC). We are hoping that the EDI will not only streamline the process of sending and receiving information between your brokerage and ANI/NIAC, but will make your interactions with us more user-friendly and time-efficient. The EDI Web Portal even allows you to collaborate with your applicants with a click of a button, you can send them an with a link to the online application, and they can help you complete it. The EDI is meant to enhance our ease of doing business, not hinder it. So please let us know if you have any feedback that would make the EDI work even better for you. This Quick Start Guide will walk you through the basics of using the EDI Web Portal in conjunction with the ANI/NIAC Secure Web Portals. For more detailed information regarding using the EDI Web Portal, please see the Electronic Data Interchange (EDI) Broker User Guide. Getting Started There are three ways that you can start using the EDI Web Portal: Uploading new business application data from supported agency management systems Starting a new business application from scratch via the ANI/NIAC Secure Web Portal Filling out Renewal Applications Uploading Applications from Your Agency Management System The EDI allows you to upload information from your agency management system software. The main advantage of uploading applications from your agency management system is that most of the data entry is already done because you ve already added that information to your agency management system. This means no double entry of data! After uploading your application data, we will pre-populate the application forms with the data that you ve sent to us, saving you time and hopefully making your life much easier. Currently, the EDI data upload supports most versions of Applied and AMS /Vertafore agency management systems. Your agency management system must be configured in order to talk with the EDI upload/download system. For information about configuring Applied or AMS/Vertafore software to upload or download application data from ANI/NIAC, please consult your agency management system software guides or speak with your network administrator. After uploading your application information, you will be taken to the EDI Web Portal to fill out the supplemental information that ANI/NIAC need to complete the application process. 2

3 Starting from the ANI/NIAC Secure Web Portal To start a new application or find your existing applications, log in to with your normal username and password. In the header navigation, hover your mouse over My Accounts, and then click Pending Applications. From this list you ll have access to edit applications, review current application statuses, and have access to other useful application-related functions. Click here to start a new EDI Application Click here to delete the application. This moves the app to the Closed/Declined tab. Click here to edit or review an existing EDI Application. 3

4 Renewal Applications The EDI Web Portal allows you to edit your renewal applications online. Now, instead of downloading a prefilled, static PDF file with your renewal data, you can open your renewal applications in a pre-filled, interactive online web form. To load a renewal application in the EDI Web Portal, hover your mouse over My Accounts, and then click Renewals. Once on the Renewals page, you have access to your EDI renewal Applications: Click here to open or review an existing EDI Application. Review the last edit date and current status of the application. 4

5 Using the EDI Web Portal The EDI Web Portal has been designed to be as user-friendly as possible. Because we realize that different people work most efficiently in different ways, we ve tried to provide you with a couple different routes through your applications. Feel free to pick whichever works best for you. The two main ways to navigate the EDI Web Portal are the EDI Application Wizard and the Main Site Navigation. EDI Application Wizard For those of you who work best in a linear fashion, we ve created the EDI Application Wizard. The whole application is broken up into bite-sized pieces, and the wizard guides you through each screen one at a time until you ve completed the entire application. As you finish each portion of the application, click the Continue button at the bottom of the page. The wizard will then take you automatically to the next portion of the application. Main Site Navigation If you don t have all the information to work through the entire application from beginning to end, or you like to jump from one section to another, you can use the Main Site Navigation to jump directly to the portion of the application that you want to work with at any given time. PLEASE NOTE: If you are currently on a page filling out a form, and you decide to leave the page using the Main Site Navigation, you will be warned that you need to save the data for the current page before continuing on to your new page. In these cases, please use the Continue or Back buttons, and then use the Main Site Navigation to navigate to where you d like to go. 5

6 Using EDI Web Portal Forms The EDI Web Portal was designed to make the experience of filling out the sometimes vast amount of data associated with applications as quick and easy as possible. As you traverse the application, you will notice the same conventions used over and over again. Once you learn how to use the conventions on one screen, they will work exactly the same on subsequent screens. Attach Document Throughout the site, you will see Attach Documents buttons. There is also a tab in the Review & Attach section that allows you to upload documents to attach to the application. Documents are uploaded and attached to the application as a whole, not to individual sections. Using any of the Attach Document buttons found throughout the site will achieve the same overall objective. Feel free to use these buttons at any time, or wait until the end to upload all documents at once. To add a document other than a 501(c)(3) Letter or Loss Run, click the New File button. You will be asked to select a file from your local computer. Once you select a file, please type in a description in the empty field next to your uploaded document. You can add multiple documents by repeating these steps. 6

7 Accordion Elements The following screenshot displays a standard accordion element. Accordion elements can be opened and closed to either reveal or hide their information. Click to add another item to the accordion element Click Open All to expand all accordion items Click the red title bar to open/close accordion elements Use the edit/delete buttons to modify items within accordion elements 7

8 Pop-Up Wizards While working on your applications, you will encounter various pop-up boxes that will walk you through short wizard interfaces. For example, when adding a General Liability Location, the Add Location wizard will pop-up and walk you through the three forms for location, building, and class code information collection. Click Add to save this form and move to the next form in the wizard Yellow Fields If you see a field in your application that is highlighted in yellow that means that you ve uploaded a value from your agency management system that is not available from ANI/NIAC. The form will automatically select the closest item to your original value that ANI/NIAC offer. Please select another option for this value if the automatically selected value is not what you wanted. TIP: If you hover over the yellow field, it will pop-up a box to the right of field and displays the value that you uploaded from your agency management system. 8

9 Required Fields Throughout the application, fields may be marked with a red asterisk (*). These fields are required for final submission. Reviewing Your Applications Once you think you ve completed the application, the Review & Attach section of the EDI Web Portal allows you to review the completeness of your application. This section will evaluate the required information in your application and point you to any information that still needs to be entered. The % Complete information represents only the percentage of required fields that have been completed, not the percentage of all fields. Each item will display whether or not it s complete and offer a direct links to that section 9

10 Collaborating with Applicants The EDI Web Portal allows agents to request the applicant s help with filling out the application forms. After filling out the required fields on all three tabs of the Start Here portion of the application, agents can send an with a link to the application to their applicant. Send to Applicant To send an application to an applicant, click the Send to Applicant button at the bottom of the page. After clicking the Send to Applicant button, an form will appear that allows agents to author the content of the and send it to the applicant. Just fill out the form and click Send to release the application to the applicant. TIP: You can use your own program to send the application link to your applicant. Simply copy the application link located at the bottom of the form and paste it into your own program, then send the from your program as you normally would. This works great if you have canned marketing-type s that you typically send your applicants along with our old paper forms. After using your own program, you should close the form on the EDI Web Portal without sending it. Applicant Mode vs. Agent Mode By default, the EDI Web Portal is in Agent Mode. This means that only agents are allowed access to edit the EDI application online. However, as soon as you click the Send to Applicant button, the application is switched into Applicant Mode. Once in Applicant Mode, the applicant can access and modify the form via the link sent to them in the (either through the form or your own program). As the agent, you can reset the application back to Agent Mode at any time by opening the application and clicking either the Continue or Back buttons. By saving the application as an agent, the EDI Web Portal will assume that you want to make more changes before allowing the applicant to re-edit the application. If you take it out of Applicant Mode, you ll need to click the Send to Applicant button again and re-send a new link to re-allow the applicant access to the application. PLEASE NOTE: Don t accidently take the application out of Applicant Mode. Once you click the Send to Applicant button and send the , it s best practice to simply close the EDI Web Portal and wait for applicant to finish their portion of the application. 10

11 Applicant Complete Notification Once the applicant has completed their portion of the application, the EDI Web Portal will send the agent an letting them know when the applicant is done and the application is waiting for final approval and submission by the agent. It s the agent s responsibility to verify all information in the application and make the final submission to ANI/NIAC via the EDI Web Portal. Submitting Your Application Once you ve completed the application, the Sign & Submit section allows you to submit the final application to ANI/NIAC. Please read the legal agreement above the form, and then fill out the required fields. When you ve completed the required fields, click the Submit Application button to submit the application to ANI/NIAC. PLEASE NOTE: By entering your information into the form and clicking Submit Application, you are officially and legally signing the form. There will be no need to send in signed paper applications. After signing the form, click Submit Application to submit your information to ANI/NIAC 11

12 Downloading Your Data Once your application has been processed by NIAC or ANI and your policies have been issued, the EDI allows you to download the original information, as well as any additional information added by NIAC or ANI, back into your Agency Software System. For more information regarding the download procedure, please see your Agency Management System s technical documentation. 12