Applied Epic Importing and Exporting Functionality for Front Office

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1 Applied Epic Importing and Exporting SESSION HANDOUT

2 Prepared for Applied Client Network and Applied Systems Applied Client Network 330 N. Wabash Ave., Suite 2000 Chicago, IL Phone: Fax: Applied Systems, Inc. 200 Applied Parkway University Park, IL Phone: Fax: Copyright 2017 by Applied Client Network, Inc., 330 N. Wabash Ave., Suite 2000 Chicago, IL Protection claimed in all forms and matters of copyrightable material and information now allowed by law or hereafter granted including both electronic and conventional distribution of herein products. Reproduction or transmission unless authorized by Applied Client Network in writing. All rights reserved. Specific product information regarding Applied TAM, Applied Vision, Applied Epic and related products and services, including any related manuals, documentation, and/or materials prepared by Applied Systems for purposes of Applied Net 2017 or otherwise are the exclusive property of Applied Systems, Inc. Applied Systems retains all right, title, and interest therein, including copyright interests and other intellectual property rights. Information relating to products and services owned or licensed by third parties (ex: Microsoft, Excel, etc.) and all interests therein are the property of the respective owners, and no endorsement or ownership of third party products or services should be implied by their mention and use. All workflows are suggested and common workflows. Users of this material agree that neither Applied Client Network nor Applied Systems can be held liable for any omissions or errors within the guide. Applied Epic Importing and Exporting // PAGE 2

3 Original Author: Brenda C. Davis, AAI, AIS, ITP Project Manager IT Alliant Insurance Services, Inc. Updated By: Name: Organization Affiliation: Date Updated: Target Audience: Accountant/Bookkeeper Producer X CSR X Trainer Carrier Vendor IT Manager/Systems Coordinator ALL Operations Other: (describe) Principal/Owner Applied Epic Importing and Exporting // PAGE 3

4 Table of Contents Prepared for Applied Client Network and Applied Systems... 2 Original Author:... 3 Updated By:... 3 Target Audience:... 3 Importing and Exporting Opportunities in Epic... 6 Import/Export opportunities in Configuration... 6 Account Level Importing / Exporting Locations... 7 Importing Prospects... 8 Epic Configuration... 8 Importing and Exporting Contacts Configuration Details Creating Blank Contact Export Spreadsheet Importing Contacts Importing and Exporting Vehicles Lists Configuring Vehicle Import/Export Spreadsheet Exporting a Vehicle List Import Vehicle List Importing and Exporting Driver Lists Configuring the Import/Export Driver List Spreadsheet Export Driver List Import Driver List Importing and Exporting Scheduled Equipment Exporting Scheduled Equipment Importing Scheduled Equipment Importing and Exporting Property Locations Configuration Data Fields Exporting Property Locations Importing Property Locations Proofs of Insurance Configuring Holder Import/Export Spreadsheet options Exporting Certificate Holders Importing Holders (Certificates) Exporting Additional Interests Importing Additional Interests Migrations things you want and things you don t Applied Epic Importing and Exporting // PAGE 4

5 Document View Configuring a Document View Spreadsheet Installing a Document View list Using Document View Importing a Spreadsheet for Document View Creating a blank spreadsheet with header rows Importing Document View Information Applied Epic Importing and Exporting // PAGE 5

6 Importing and Exporting Opportunities in Epic Area Prospects Business Names & Addresses Individual Contact Names & Addresses Vehicles Drivers Scheduled Equipment Property Locations Holders (Certificates) Additional Interests (Evidences) Document View Functionality Import Import and Export Import and Export Import and Export Import and Export Import and Export Import and Export Import and Export Import and Export Import and Export Import/Export opportunities in Configuration Import/Export configuration are found in the following areas in the Configuration Navigational Panel: 1. Account a. Import/Export Contacts b. Import Prospects 2. Accounting a. Import/Export (not documented for this Front Office session) 3. Policy a. Import/Export Risks i. Drivers ii. Locations iii. Named Insured iv. Scheduled Equipment v. Vehicles 4. Proofs a. Import/Export i. Certificate Holder List (Acord 25) ii. Certificate of Property (Acord 24) iii. Evidence of Commercial Property (Acord 28) iv. Evidence of Property (Acord 27) Applied Epic Importing and Exporting // PAGE 6

7 Account Level Importing / Exporting Locations SESSION HANDOUT Import/Export configuration are found in the following areas in a Client Account: 1. Contacts a. Import Contacts (Business or Individual) b. Export Contacts (Business or Individual) 2. Policies a. Import Risks (Locations, Named Insureds, Drivers, Vehicles) b. Export Risks (Locations, Named Insureds, Drivers, Vehicles) c. Document View at Application level 3. Proofs of Insurance a. Certificates i. Export Holders ii. Import Holders b. Evidences i. Export Additional Interests ii. Import Additional Interests Applied Epic Importing and Exporting // PAGE 7

Importing Prospects If your Agency is using a third party software to manage Suspects and Prospects your IT Department may use the SDK tool to have Prospects automatically populate in Epic from this

8 Importing Prospects If your Agency is using a third party software to manage Suspects and Prospects your IT Department may use the SDK tool to have Prospects automatically populate in Epic from this process. Epic Configuration There are two Mapping Files that comes with Epic for Importing Prospects. Because the process only allows us to Import Prospects staff do not have an Export option to secure a copy of the spreadsheet showing header rows. When we go to Configure > Account > Import Prospects we see the default mapping files: 1. Business Prospect Mapping File 2. Individual Prospect Mapping File The default Excel Header rows are shown below. Unlike other import parameters where we are told how many characters are allowed in various fields Epic does not give us that information for the Import Prospect process. Applied Epic Importing and Exporting // PAGE 8

9 When you double-click on the mapping file in configure there are a handful of other fields of information to select from. Business Prospect Mapping File Default Headers Business Account Name Account Address 1 Account Address 2 Account City Account State Account Zip Code Account Phone Number Account Phone Ext Account Fax Number Account Website Business Contact Name Business Contact Individual Prospect Mapping File Defaults Individual Account Name Primary Contact First Name Primary Contact Last Name Account Address 1 Account Address 2 Account City Account State Account Zip Code Account Phone Number Primary Contact Primary Contact Website Applied Epic Importing and Exporting // PAGE 9

The process to import Prospects from a formatted spreadsheet is outlined below: 1. Launch Epic 2. Click on Procedures in the Navigation Panel 3. Click on Import 4.

g. Business or Individual) If you select Business the Mapping File option is Business Prospect Mapping File If you select Individual the Mapping File option is

10 The process to import Prospects from a formatted spreadsheet is outlined below: 1. Launch Epic 2. Click on Procedures in the Navigation Panel 3. Click on Import 4. Select Prospect Files 5. Click the Add icon 6. The Add File Import Prospects dialog box appears a. Enter a proper Description b. Select the appropriate Prospect Type (e.g. Business or Individual) If you select Business the Mapping File option is Business Prospect Mapping File If you select Individual the Mapping File option is Individual Prospect Mapping File c. Use the magnifying glass to locate the formatted Excel spreadsheet for importing 7. Click Load File Applied Epic Importing and Exporting // PAGE 10

If the report is blank all files successfully imported i.

11 8. Status will change as the electronic Process moves a. Click the Refresh button to update the status 9. It s a good practice to review the Error Log at the bottom of the screen to ensure all information loaded. Click on Link to Error Log. a. A spreadsheet appears and shows information rows that didn t properly import and the column at the far right provides an explanation b. If the report is blank all files successfully imported i. Click the X in the top right corner to close the spreadsheet TIP: Since the columns in the Error Log are the same as your imported file you can save this file, make needed changes and re-import, if desired. Applied Epic Importing and Exporting // PAGE 11

The Constant Fields section of the screen is now activated and contains a line showing the Value column with <Not Defined>.

12 10. Click the Prospect Batches button in the navigation panel 11. Click Add 12. The Add Batch Import Prospects window opens a. Enter a Description b. Select the File to Import from the dropdown 13. The Constant Fields section of the screen is now activated and contains a line showing the Value column with <Not Defined>. Constant Fields populates with required constant fields required based on mapping 14. Double-click the line to open the Define Constant Field dialog box Applied Epic Importing and Exporting // PAGE 12

15. Click the magnifying glass by Value and select the Agency and Branch.

Click Finish 19 Click the Add icon in Criteria Selections 20.

Select the Mapping field from the drop down b.

13 15. Click the magnifying glass by Value and select the Agency and Branch. 16. Click Finish 17. A value now appears. 18. Click Finish 19 Click the Add icon in Criteria Selections 20. The Include Records Where dialog box appears a. Select the Mapping field from the drop down b. Select a radio button (Equals or From/Through) i. From / Through allows for a range to be imported (e.g. alphabetically A to J) Applied Epic Importing and Exporting // PAGE 13

The Navigation Panel expands showing the Batch (e.g. Batch #1) with Summary and Detail options. 26.

14 21. You can click Add to set as many criterion as you like 22. Click Finish when done. 23. Click Create Batch button SESSION HANDOUT 24. Double-click the line to see the Summary Screen 25. The Navigation Panel expands showing the Batch (e.g. Batch #1) with Summary and Detail options. 26. Summary recaps previously selected information 27. Detail gives a status Applied Epic Importing and Exporting // PAGE 14

15 28. While in the Summary view click the Import button in the bottom right corner 29. The Batch Summary Import Prospects screen appears listing the locations from the import spreadsheet. a. If a location should NOT be imported deselect the check box to the left of the location 30. Click Import 31. An Import Prospects dialog box appears Answer Yes Applied Epic Importing and Exporting // PAGE 15

32. The Import Prospects @IPR Activity appears. The Activity can be closed before clicking Finish. 33.

16 32. The Import Activity appears. The Activity can be closed before clicking Finish. 33. After clicking Refresh to ensure that the Status is imported double-click on the entry and in the Navigation Panel under Detail you see how many rows were successfully imported. NOTE: The Import Prospect spreadsheet doesn t give us the ability to assign the Prospective Accounts to a specific Producer. Staff will need to manually enter this information as they work the accounts. The import process did assign the first two pieces of Structure the Agency and the Branch. Applied Epic Importing and Exporting // PAGE 16

Importing and Exporting Contacts SESSION HANDOUT Epic gives us the opportunity to track both Business Contacts (Named Insureds) and Individual Contacts.

17 Importing and Exporting Contacts SESSION HANDOUT Epic gives us the opportunity to track both Business Contacts (Named Insureds) and Individual Contacts. Configuration Details Even though Epic does come with import / export options already configured your Agency has an opportunity to look at data fields and edit the criteria. Configuration >Account > Import/Export Contacts 1. Double-clicking on the title of the item (e.g. Business Contact Mapping) will make the Mappings section editable where other useful fields may be available for selection. 2. When you click on an option in Configuration the Format area will provide important information (e.g. number of characters allowed in the field). Applied Epic Importing and Exporting // PAGE 17

Creating Blank Contact Export Spreadsheet Users can create a blank template that they can populate with contacts for import by following the Export Contacts instructions below. 1. Locate Account 2.

18 Creating Blank Contact Export Spreadsheet Users can create a blank template that they can populate with contacts for import by following the Export Contacts instructions below. 1. Locate Account 2. Click on Contacts in the Navigation Panel 3. Click on Actions on the Options Bar 4. Select Export Contacts 5. Under Type select Business or Individual a. Business provides the spreadsheet to import Other Named Insureds and their associated address b. Individual provides the spreadsheet to import Individual Client Contacts (e.g. Risk Manager, Inspection Contact, etc.) 6. Select the mapping file from the dropdown a. If Business was selected user will see Business Contact Mapping File b. If Individual was selected user will see Individual Contact Mapping File 7. Under Export Options in the File Name field give the export document a name (e.g. Business Contact Export Template). This name will append to the Excel spreadsheet that will automatically append to the Client s Attachment view. Applied Epic Importing and Exporting // PAGE 18

information before importing and updating the Contact record. 9. Under Delivery Options determine how you want to distribute the spreadsheet (e.g. Print, Email or Fax).

19 8. Under the File Name field mark the Send as blank template box a. NOTE: If there are Business Contacts other than the Named Insured already listed in Contacts user may opt to NOT mark the blank box and export what they already have on file and edit / add additional information before importing and updating the Contact record. 9. Under Delivery Options determine how you want to distribute the spreadsheet (e.g. Print, or Fax). Regardless of the option chosen here an Excel copy of the spreadsheet will automatically be appended in the Attachment view (e.g. you MUST select one of the 3 delivery options you may opt to choose Print / Adobe Printer and when the Save As dialog box pops up click on Cancel since Epic automatically provides an Excel copy of the output document). a. In the screen above if you select Disable delivery options and continue the process an Excel copy of the report will automatically append in the client s Attachment view without requiring that your print, fax or the output document. 10. Click Continue Applied Epic Importing and Exporting // PAGE 19

11. The Export Contacts window appears. Click Export in the bottom right corner to begin 12. A window pops up prompting Do you wish to begin exporting contacts? Click on Yes. 13.

If you will use this activity to follow-up on data keep it open and modify the Follow Up date to an appropriate date (defaults as today s date).

20 11. The Export Contacts window appears. Click Export in the bottom right corner to begin 12. A window pops up prompting Do you wish to begin exporting contacts? Click on Yes. 13. The Add an Activity screen appears with Export Contacts Activity. The Activity defaults as OPEN (unless your agency has modified this to default as closed). If you will use this activity to follow-up on data keep it open and modify the Follow Up date to an appropriate date (defaults as today s date). If the Activity is not required in the bottom left corner click on the Closed button and chose Successful from the Closed Dropdown. 14. Click Finish to close the Activity screen Applied Epic Importing and Exporting // PAGE 20

15. Epic processes the request and returns user to the Contacts screen when the process has completed and the Excel output document is appended in the Attachment view. a. If the distribution was to Print / Adobe Printer the Save As box pops up at this point and user needs to click Cancel.

21 15. Epic processes the request and returns user to the Contacts screen when the process has completed and the Excel output document is appended in the Attachment view. a. If the distribution was to Print / Adobe Printer the Save As box pops up at this point and user needs to click Cancel. 16. Excel document appears on the Attachment tab with the name given to the document at the beginning of the process. Importing Contacts 1. Locate Account 2. Click on Contacts in the Navigation Panel 3. Click on Actions in the Options Bar 4. Select Import Contacts 5. The Import Contacts Batches dialog box appears 6. Click Add 7. The Add Batch Import Contacts screen appears requiring responses a. Type i. Business ii. Individual b. Mapping File i. If Business was selected the Business Contact Mapping File appears in the dropdown ii. If Individual was selected the Individual Contact Mapping File appears in the dropdown Applied Epic Importing and Exporting // PAGE 21

8. Under the Importing Options section a Radio Button is automatically marked indicating that if there is no match in the Unique ID field that a new record will be added.

22 8. Under the Importing Options section a Radio Button is automatically marked indicating that if there is no match in the Unique ID field that a new record will be added. If users EXPORTED Contacts a number would appear in the Unique ID field on the spreadsheet identifying each Business and Individual contact if their information is AMENDED and the list is IMPORTED the system will locate the original contact in Epic using the Unique ID indicator and UPDATE the record. If the field is blank, like it would be for new information being imported, the system will ADD the new Business or Individual Contact. 9. Click on the magnifying glass by the Select File to Import field to locate the Excel import spreadsheet for the Account. 10. The system defaults to start importing information from Line #2 on the spreadsheet ignoring the Header Row on the spreadsheet. 11. When you click on the Magnifying Glass the Import From dialog box opens asking if you are going to (a) use a document that already exists on the Account in Epic [Existing client document] or (b) if you need to go to the Network to locate the spreadsheet [Existing file]. 12. Make a selection and click Continue. Applied Epic Importing and Exporting // PAGE 22

13. To locate a file on the Network click on Browse when the Attach Existing File dialog box is presented.

The Add Batch Import Contacts screen appears again click Process. 16.

Click Refresh to update the Status to Created. 17. Click on Preview 18.

23 13. To locate a file on the Network click on Browse when the Attach Existing File dialog box is presented. When the document is selected the name of the document populates in the Description field. 14. Click Finish 15. The Add Batch Import Contacts screen appears again click Process. 16. The Import Contacts Batches dialog box appears with a Status showing Processing. Click Refresh to update the Status to Created. 17. Click on Preview 18. The Import Contacts screen appears listing the Business Contacts to be imported. 19. Click the Import button. 20. Dialog box appears asking if you want to begin the Import process select Yes. Applied Epic Importing and Exporting // PAGE 23

21. The Import Contacts @IMC activity appears. Click Finish. 22.

Click Refresh and the item disappears from the list and the screen can be

24 21. The Import activity appears. Click Finish. 22. The Import Contacts Batches screen appears showing a Pending Status. Click Refresh and the item disappears from the list and the screen can be closed. 23. The Contacts now appear in the Contact view list. Applied Epic Importing and Exporting // PAGE 24

Importing and Exporting Vehicles Lists Configure > Policy > Import/Export Risks > Vehicles SESSION HANDOUT Configuring Vehicle Import/Export Spreadsheet For both Commercial and Personal Lines the

25 Importing and Exporting Vehicles Lists Configure > Policy > Import/Export Risks > Vehicles SESSION HANDOUT Configuring Vehicle Import/Export Spreadsheet For both Commercial and Personal Lines the Vehicle Import/Export spreadsheets default with several useful fields of information. Admin can double-click on a list and do the following select additional data fields to include in the configuration. Applied Epic Importing and Exporting // PAGE 25

Exporting a Vehicle List 1. Locate Insured 2. Click on Policies in the Navigation Panel 3. Click on the Business Auto policy 4. Click on Actions at the top of the page 5. Select Export Risks 6.

26 Exporting a Vehicle List 1. Locate Insured 2. Click on Policies in the Navigation Panel 3. Click on the Business Auto policy 4. Click on Actions at the top of the page 5. Select Export Risks 6. The Export Risks dialog box appears user can click on the drop down by Risk Type and select Vehicles 7. Complete required fields a. Risk Type (Drivers, Vehicles, Locations or Named Insured) b. Mapping File Commercial Vehicles Full Detail c. File Name (enter the label you want on the report in Attachments) d. Delivery Options (Print, or Fax) i. Can also disable delivery options Excel spreadsheet still appears in Attachments 8. Click Continue 9. List of vehicles to export appears in the Export Risks window 10. Click Export 11. Dialog box appears asking if you wish to being exporting risk (yes / no). Select Yes 12. Add an Activity (ERSK Exported Risk) appears. 13. Complete any required information on the activity screen 14. Click Finish Applied Epic Importing and Exporting // PAGE 26

Import Vehicle List 1. Locate Insured 2. Click on Actions at the top of the page 3. Select Import Risks 4. Click the Add icon 5. Import Risks Batches page appears 6. Risk Type select Vehicles 7.

27 Import Vehicle List 1. Locate Insured 2. Click on Actions at the top of the page 3. Select Import Risks 4. Click the Add icon 5. Import Risks Batches page appears 6. Risk Type select Vehicles 7. Mapping File select Commercial Vehicles Full Detail 8. Select option e.g. import and update, import and replace, import, update and remove 9. In the Select file to import field browse for the excel file 10. In the Import from field select Existing file to access the network drives and click Continue 11. Browse for the file (Important: Make sure that the delete original after attaching option is NOT selected) 12. Finish 13. Continue 14. Click Refresh Unlike some agency management systems that allow several freeform data fields Epic requires validated responses in many fields. 1. An import error will appear if information on the spreadsheet doesn t match information in the Epic tables (e.g. User entered Body Type as Pick-Up Truck or P/U Truck when the validated response in Epic is PU). These are the items staff select from when completing an application. Applied Epic Importing and Exporting // PAGE 27

Importing and Exporting Driver Lists Configuring the Import/Export Driver List Spreadsheet Configure > Policy > Import/Export Risks > Drivers SESSION HANDOUT Double-clicking on either the

28 Importing and Exporting Driver Lists Configuring the Import/Export Driver List Spreadsheet Configure > Policy > Import/Export Risks > Drivers SESSION HANDOUT Double-clicking on either the Drivers / Commercial Lines or Drivers / Personal Lines Admin can edit the default mapping fields that will appear on the import/export spreadsheet. Applied Epic Importing and Exporting // PAGE 28

29 Export Driver List SESSION HANDOUT 1. Click on Actions / Export Risks 2. In the pop-up under Type select Drivers 3. Select the Mapping file from the dropdown (e.g. Drivers List Commercial Lines) 4. Enter a File name for the output spreadsheet 5. Enter a delivery option (print, fax or ) a. Users can mark the Disable delivery options box if they want to work from the Excel spreadsheet in the Client s Attachment view 6. Click Continue 7. Drivers will appear in the Export Risks pop-up window 8. Click Export 9. Pop-up asks Do you wish to begin exporting risks? Answer Yes. 10. The ERSK Exported risks activity appears take appropriate action before clicking Finish to close the pop-up. 11. Job is processed Applied Epic Importing and Exporting // PAGE 29

30 Import Driver List Epic allows you to export Drivers for client verification and import for quick and easy entering of data. You must use a specific template to import / export Drivers*. 1. Locate your client 2. Click Contacts on the navigation panel, 3. Click Actions 4. Select Import Risks 5. Click the Add button. 6. Risk type is Drivers 7. Mapping file Drivers List Commercial Lines 8. Import and Update radio button should be marked 9. Click the magnifying glass button. 10. Click the correct radio button: Existing client document documents within Epic Existing file documents outside of Epic 11. Click continue 12. Click Browse, add your excel list, click finish 13. In the Attach Existing File window, click the Browse button to locate your Driver s List and click Open. 14. Click Finish. 15. The Import First Row check box should be unchecked as we do not want to import the titles from the excel spreadsheet. 16. Click Continue. 17. On the Import Risks window, click the Refresh link label in the blue header bar. 18. The status is changed from Processing to "Created." 19. Click the Edit button. 20. Click Import to pull the items on the list into the policy. 21. Click Yes to verify that you want to import the items. 22. Complete the Activity indicating you imported a Driver s List 23. Click the Refresh link label again The import window will be blank indicating items in the queue have been processed You may need to exit the client and return to display the results of your import (refresh) Applied Epic Importing and Exporting // PAGE 30

Importing and Exporting Scheduled Equipment Staff can Import Scheduled Equipment using a formatted spreadsheet. Data already entered on the application can also be exported into Excel.

31 Importing and Exporting Scheduled Equipment Staff can Import Scheduled Equipment using a formatted spreadsheet. Data already entered on the application can also be exported into Excel. The rules for importing and exporting Equipment Schedules is the same as other import/export functionality in Epic (e.g. policy must be In Process ). Configuring the Scheduled Equipment Import/Export Spreadsheet The data fields list for Scheduled Equipment is much shorter than other import/export configuration areas. You may find that the defaults that came with the system included all available fields other than do not import. Applied Epic Importing and Exporting // PAGE 31

Exporting Scheduled Equipment SESSION HANDOUT 1. Locate Account 2. Click on Policies in the Navigation Panel 3. Click on the Equipment Floater line of coverage 4. Click on Actions / Export Risks 5.

32 Exporting Scheduled Equipment SESSION HANDOUT 1. Locate Account 2. Click on Policies in the Navigation Panel 3. Click on the Equipment Floater line of coverage 4. Click on Actions / Export Risks 5. In the pop-up window select Type from the dropdown (Scheduled Equipment) 6. In the File Name field enter a name for the Excel spreadsheet that will append to the client s Attachment view. a. If users don t want to be compelled to print, fax or the output document they can mark the Disable Delivery Options button. This will still append an Excel spreadsheet in the client s Attachment view. b. If users want to secure a blank spreadsheet that contains the import headers on the spreadsheet they can mark the box to Send as blank template. They can do this in conjunction with marking the Disable delivery options button to have the blank spreadsheet append to the client s Attachment view. c. Click Continue Applied Epic Importing and Exporting // PAGE 32

A system generated ERSK (Exported Risks) activity is presented. This activity defaults as Open.

33 d. A pop-up window will appear. If scheduled equipment is being exported it will appear in the window. e. Click Export f. They system asks you to confirm that you want to Export date click on Yes. g. A system generated ERSK (Exported Risks) activity is presented. This activity defaults as Open. Users should act on the activity accordingly. h. The spreadsheet appears on the Attachment view as an Excel spreadsheet. Applied Epic Importing and Exporting // PAGE 33

Importing Scheduled Equipment 1. Locate Account 2. Click on Policies in the Navigation Panel 3. Click on the Equipment Floater line of coverage 4. Click on Actions / Import Risks 5.

34 Importing Scheduled Equipment 1. Locate Account 2. Click on Policies in the Navigation Panel 3. Click on the Equipment Floater line of coverage 4. Click on Actions / Import Risks 5. In the Import Risks pop-up window click on the Add icon 6. In the Add Batch Import risks pop-up enter the following information: a. In the Risk type dropdown select Scheduled Equipment b. In the Mapping file dropdown select Scheduled Equipment c. In the Importing Options area make an appropriate selection. System defaults to Import and Update d. In the Select file to import field click on the magnifying glass on the right side of the field. Applied Epic Importing and Exporting // PAGE 34

e. In the Import from pop-up locate the spreadsheet populated with Scheduled Equipment: i.

Select Existing file if the spreadsheet is on the network. f. Click Continue g.

Users can sort columns and use Search Where to locate the desired document. h.

35 e. In the Import from pop-up locate the spreadsheet populated with Scheduled Equipment: i. Select Existing client document if the spreadsheet is on the client s Attachment view ii. Select Existing file if the spreadsheet is on the network. f. Click Continue g. When selecting an Existing Client Document the Available Attachments pop-up appears showing client s Attachments. Users can sort columns and use Search Where to locate the desired document. h. After clicking on your document to select it click Finish. i. The document appears in the import window j. Click Continue k. The Import Risks pop-up appears showing the import spreadsheet with a Status of Processing. l. Click Refresh in the top right corner of the screen. Applied Epic Importing and Exporting // PAGE 35

36 m. The Status changes to Processed. n. Click Create in the bottom right corner. o. The Status is updated to Created. p. Click Preview q. The Scheduled Equipment appears in the pop-up. r. Click Import Applied Epic Importing and Exporting // PAGE 36

37 s. Do you wish to begin importing? Click on Yes. t. The IRSK (Import Risks) System Generated Event activity is presented and defaults to closed. u. The Status shows as saving. Click Refresh. Click X to close the pop-up. Applied Epic Importing and Exporting // PAGE 37

38 v. The application detail for the Equipment line of coverage now shows the imported scheduled equipment. Applied Epic Importing and Exporting // PAGE 38

Importing and Exporting Property Locations When a new account is added to Epic for Commercial Lines staff are encouraged to add the Other Named Insureds as Business Contacts.

Entering information under Contacts makes this information available when completing an Acord application: Acord 125 use the magnifying glass to select the Other Named Insureds from Contacts

39 Importing and Exporting Property Locations When a new account is added to Epic for Commercial Lines staff are encouraged to add the Other Named Insureds as Business Contacts. As part of this process they are also adding the location addresses associated with that Named Insured. Entering information under Contacts makes this information available when completing an Acord application: Acord 125 use the magnifying glass to select the Other Named Insureds from Contacts eliminating the need to rekey the information or format/import from a spreadsheet Acord 125 use the magnifying glass to select the Insured Locations entered in association with Business Contacts eliminating the need to rekey or format/import from a spreadsheet Configuration Data Fields Configure > Policy > Import/Export Risks > Locations/Commercial Locations or Locations/Residential/Residential Locations Double-clicking on one of the item in the list opens the mapping file where you could click the Add icon and make other selections, if required. Many of the additional fields relate to application detail. Applied Epic Importing and Exporting // PAGE 39

When you edit this option there are several other fields that can be included..and more. Exporting Property Locations 1.

If you open policy details you need to click on Property / Premises 4.

For the Mapping File select Property Locations 7. Under File enter a name for the output document 8.

Marking the Disable delivery options checkbox provides an Excel spreadsheet in Client Attachments that can be worked 9.

40 When you edit this option there are several other fields that can be included..and more. Exporting Property Locations 1. Locate Account 2. Click on Policies 3. Click on the Property line of coverage for a Package Policy a. If you open policy details you need to click on Property / Premises 4. From the Options bar at the top of the screen select Actions / Export Risks 5. Under Type select Locations 6. For the Mapping File select Property Locations 7. Under File enter a name for the output document 8. Make a delivery option selection a. Marking the Disable delivery options checkbox provides an Excel spreadsheet in Client Attachments that can be worked 9. Click Continue 10. An Export Risks pop-up appears listing existing locations 11. Click Export in the bottom right corner 12. Pop-up appears asking Do you wish to begin exporting risks? Answer Yes 13. The ERSK Exported risks activity window appears make appropriate edits and click Finish 14. Output document is processes and delivered Applied Epic Importing and Exporting // PAGE 40

41 Importing Property Locations 1. Locate your client 2. Click Policies in the navigation panel 3. Click on the Property policy (policy must be in an In Process stage) 4. Click Actions 5. Select Import Risks 6. Click the Add button 7. Risk type is Locations 8. Mapping file Property Locations 9. Choose the appropriate radio button a. Import and Update b. Import and Replace c. Import, Update and Remove 10. Click the magnifying glass button to the right of the Select file to import field. 11. Click the correct radio button: a. Existing client document documents within Epic b. Existing file documents outside of Epic 12. In the Attach Existing File window, click the Browse button to locate your Property List and click Open (The file name defaults in the Description field but can be changed to be more descriptive, if necessary) 13. The Import First Row check box should be unchecked as we do not want to import the titles from the Excel spreadsheet. 14. Click continue 15. On the Import Risks window click the Refresh link label in the blue header bar 16. The status is changed from Processing to Created 17. Highlight the imported row and click the Edit button 18. Click Import to pull the items on the list into the policy. 19. Click Yes to verify that you want to import the items 20. Complete the Activity indicating you imported a Property Schedule 21. Click the Refresh link again The import window will be blank indicating items in the queue have been processed. You may need to exit the client/screen and return to display the results of your import (refresh). Applied Epic Importing and Exporting // PAGE 41

Evidence/Evidence of Property There are several additional fields to select from in the dropdowns you ll

42 Proofs of Insurance Configuring Holder Import/Export Spreadsheet options Configure > Proofs > Import/Export > Certificate/Certificate Holder List; Certificate/Property; Evidence/Evidence of Commercial Property; Evidence/Evidence of Property There are several additional fields to select from in the dropdowns you ll need to thoughtfully consider whether there is value in adding them: Applied Epic Importing and Exporting // PAGE 42

Exporting Certificate Holders 1. Locate Client 2. Click on Proofs of Insurance 3. Click on Certificates 4. Select Actions at the top of the screen 5.

Under Export Options in the File Name field enter a name for the spreadsheet you are exporting (e.g. Exporting Holders or Blank Spreadsheet).

43 Exporting Certificate Holders 1. Locate Client 2. Click on Proofs of Insurance 3. Click on Certificates 4. Select Actions at the top of the screen 5. Select Export Holders 6. In the Export Holders pop-up window the file definition Certificate Holder List defaults. Do not change this. 7. Under Export Options in the File Name field enter a name for the spreadsheet you are exporting (e.g. Exporting Holders or Blank Spreadsheet). This is the label that will appear on the spreadsheet that automatically appends in the Account s Attachment view. By default any Holders will be included in the Export. Applied Epic Importing and Exporting // PAGE 43

8. If you need to secure a Blank template that provides you with the spreadsheet template and excludes any holder-specific detail mark the Send as blank template box underneath the file name field. 9.

44 8. If you need to secure a Blank template that provides you with the spreadsheet template and excludes any holder-specific detail mark the Send as blank template box underneath the file name field. 9. Under Delivery Options choose how the document will be generated. Regardless of the option below an Excel spreadsheet appears in the Attachment view. Most staff choose Print / Adobe printer and cancel the Save As box that is presented and go to the Attachment view to launch the spreadsheet. i. Fax enter prompted Fax information ii. Print select desired printer (output document defaults as a PDF) iii. enter your address in the appropriate field (output document defaults as an Excel spreadsheet this is the most common option) 10. Click Continue in the bottom right corner of the pop up screen 11. The Export Holders screen appears. If holders are on the account they appear in this screen. If the blank template option was chosen the screen still appears but does not contain any holder information. 12. Click Export in the bottom right corner and the system asks you to confirm that you want to start the process by clicking on Yes.. Applied Epic Importing and Exporting // PAGE 44

13. The EHLD (Exported Holders) System Generated

User is returned to the Certificates Liability

selected Distribution method (e.g. email). 15.

45 13. The EHLD (Exported Holders) System Generated Event Activity appears. It defaults as an Open Activity. Close before clicking Finish. 14. User is returned to the Certificates Liability screen and the document was generated using the selected Distribution method (e.g. ). 15. A spreadsheet is also automatically appended to the Attachment view. Applied Epic Importing and Exporting // PAGE 45

46 16. It is critical when populating the Excel spreadsheet that information be copied and pasted from Epic to ensure accuracy: a. Additional Named Insured / Address b. Coverage Options (e.g CGL $4M/$2M) Applied Epic Importing and Exporting // PAGE 46

Importing Holders (Certificates) SESSION HANDOUT Certificate holder import instructions are outlined below. Holders need to be included on a properly formatted Excel spreadsheet.

If you have more than one Master template for a year select it now 4. Select Actions at the top of the screen 5. Select Import Holders 6. Click the Add (paper) icon 7.

47 Importing Holders (Certificates) SESSION HANDOUT Certificate holder import instructions are outlined below. Holders need to be included on a properly formatted Excel spreadsheet. Use the Export Holder instructions to secure a copy of the formatted spreadsheet. 1. Locate Client 2. Click on Proofs of Insurance 3. Click on Certificates a. If you have more than one Master template for a year select it now 4. Select Actions at the top of the screen 5. Select Import Holders 6. Click the Add (paper) icon 7. Enter information in the Import Holders screen a. Mapping file defaults to Certificate Holder List. Do not change this. b. Make an appropriate selection for Importing Options: i. Import and Update ii. Import and Replace iii. Import, Update and Remove 8. In the Select file to import click on the magnifying glass and Browse to find the formatted Excel spreadsheet and click Process to continue. a. Is the spreadsheet already on the Account s Attachment tab? If so, select Existing Client Document. b. If the spreadsheet is on the network select Existing file Applied Epic Importing and Exporting // PAGE 47

Click Preview in the bottom right corner of the screen to continue. 11. A list of Holders appears.

48 9. The Import Holders window appears and has a status of Processing. Users MUST click REFRESH in the top right corner for the status to update to Created Click Preview in the bottom right corner of the screen to continue. 11. A list of Holders appears. Click Import to continue. 12. System asks user to confirm they want to continue by selecting the Yes response. Applied Epic Importing and Exporting // PAGE 48

13. The IHLD (Imported holders) System Generated Event Activity appears and defaults as closed. Click Finish to close the screen. 14. The Import Holders screen appears with a Pending Status.

49 13. The IHLD (Imported holders) System Generated Event Activity appears and defaults as closed. Click Finish to close the screen. 14. The Import Holders screen appears with a Pending Status. Users must click Refresh in the top right corner. The screen will clear and user will click the X to close the pop-up. 15. Holders are updated. NOTE: It is important that you do NOT change the order of the columns on the import spreadsheet. If you do information will import into Epic in the wrong fields. Applied Epic Importing and Exporting // PAGE 49

Exporting Additional Interests 1. Locate Client 2. Click on Proofs of Insurance 3. Click on Evidences 4. Click on the Title to select Evidence of Commercial Property or Evidence of Property 5.

50 Exporting Additional Interests 1. Locate Client 2. Click on Proofs of Insurance 3. Click on Evidences 4. Click on the Title to select Evidence of Commercial Property or Evidence of Property 5. Select Actions at the top of the screen 6. Select Export Additional Interests If you mark the Disable delivery options you can by-pass the need to print, fax or an output document and go directly to Attachments to use the Excel spreadsheet output document that will be created If you want a blank spreadsheet that only has the column headers with no additional interest content mark the Send as blank template box 7. Click Continue 8. In the Export Holders pop-up window the file definition Evidence of Commercial Property defaults. Do not change this. 9. Click Export in the bottom right corner of the pop-up Applied Epic Importing and Exporting // PAGE 50

User is returned to the Evidence screen and the document was generated using the selected Distribution method (e.g. email). 13.

51 10. Answer Yes to the pop-up asking if you want to export additional interests 11. (Export Additional Interests) System Generated Event Activity appears. It defaults as an Open Activity. Close before clicking Finish. 12. User is returned to the Evidence screen and the document was generated using the selected Distribution method (e.g. ). 13. A spreadsheet is also automatically appended to the Attachment view. 14. It is critical when populating the Excel spreadsheet that information be copied and pasted from Epic to ensure accuracy: Applied Epic Importing and Exporting // PAGE 51

Importing Additional Interests Additional Interest import instructions are outlined below. Additional Interests need to be included on a properly formatted Excel spreadsheet.

52 Importing Additional Interests Additional Interest import instructions are outlined below. Additional Interests need to be included on a properly formatted Excel spreadsheet. Use the Export Holder instructions to secure a copy of the formatted spreadsheet. 2. Locate Client 3. Click on Proofs of Insurance 4. Click on Evidences 5. Click on the Title to select Evidence of Commercial Property or Evidence of Property If you have more than one Master template for a year select it now 6. Select Actions at the top of the screen 7. Select Import Additional Interests 8. Click the Add (paper) icon 9. Enter information in the Import Holders screen Mapping file defaults to Evidence of Commercial Property. Do not change this. Make an appropriate selection for Importing Options: 1. Import and Update 2. Import and Replace 3. Import, Update and Remove Applied Epic Importing and Exporting // PAGE 52

If the spreadsheet is on the network select Existing file 11.

53 10. In the Select file to import click on the magnifying glass and Browse to find the formatted Excel spreadsheet and click Process to continue. Is the spreadsheet already on the Account s Attachment tab? If so, select Existing Client Document. If the spreadsheet is on the network select Existing file 11. The Import Additional Interests window appears and has a status of Processing. Users MUST click REFRESH in the top right corner for the status to update to Created. Applied Epic Importing and Exporting // PAGE 53

12. Click Preview in the bottom right corner of the screen to

14. System asks user to confirm they want to continue by selecting

The @IAI (Import Additional Interests) System Generated Event

54 12. Click Preview in the bottom right corner of the screen to continue. 13. A list of Holders appears. Click Import to continue. 14. System asks user to confirm they want to continue by selecting the Yes response. 15. (Import Additional Interests) System Generated Event Activity appears and defaults as closed. Click Finish to close the screen. Applied Epic Importing and Exporting // PAGE 54

16. The Import Additional Interests screen appears with a Saving Status. Users must click Refresh in the top right corner. The screen will clear and user will click the X to close the pop-up. 17.

55 16. The Import Additional Interests screen appears with a Saving Status. Users must click Refresh in the top right corner. The screen will clear and user will click the X to close the pop-up. 17. Holders are updated. NOTE: It is important that you do NOT amend the order of the columns on the import spreadsheet. If you do information will import into Epic in the wrong fields. Applied Epic Importing and Exporting // PAGE 55

56 Migrations things you want and things you don t If your office has been involved in more than one Legacy System to Epic migration you know there is data we want to migrate (clients, policies, activities, attachments, etc.) and then there is information that sneaks in the back door. In the pages above we discussed mapping files for importing and exporting risks (e.g. Commercial Autos). One of the things we have noticed during the many migrations we have done is that new files will show up on the list (e.g. we ll see ANOTHER Commercial Autos mapping file listed but without any data fields selected). We ve had issues DELETING these duplicate files and have instead amended the label (e.g. x Do Not Use Commercial Autos). Staff will still see these items in the mapping drop down when they are importing/exporting items but with this type of renaming these items will push to the bottom of the list leaving remaining valid items at the top of the list. Applied Epic Importing and Exporting // PAGE 56

57 Document View Document View allows us to display data in Epic that is maintained on an Excel spreadsheet. Some examples could be a jewelry, property, vehicles or an equipment schedule. While scheduled data is ideal for Document View it is not reserved exclusively for scheduled information. Any data maintained in Excel can be formatted for Document View. This combines the mathematical power of Excel and the ease of data review in Epic. Applied Systems has provided a Tutorial for Document View that you may find useful. Epic Administration must configure and upload the Excel import spreadsheet(s) staff can use. Once the data is imported into Epic the information can be pulled into a summary, proposal or letter. Stipulation: Excel import spreadsheets must be formatted by the system administrator and standards set for all templates. Also, the data cannot be manipulated in Document View. It is simply a different way to view information that resides on the Excel spreadsheet. When information changes you must reimport the spreadsheet to update the Document View display. When configuring the Document View screens an entire spreadsheet can be secured or individual columns can be secured. Also, only employees with proper security will be able to view the Document View screens. Tip: Excel spreadsheets can contain hidden worksheets and columns. Applied Epic imports on a 1:1 basis and does NOT ignore hidden worksheets or columns. You need to take this into consideration when setting up Document View screens to ensure that nothing is accidentally missed or erroneously included. Applied Epic Importing and Exporting // PAGE 57

Configuring a Document View Spreadsheet Configure > Policy > Document View 1. Click the Add icon to activate the screen SESSION HANDOUT 2. In Details enter a Name for the document (e.g. Vehicle Schedule, Scheduled Equipment) 3.

58 Configuring a Document View Spreadsheet Configure > Policy > Document View 1. Click the Add icon to activate the screen SESSION HANDOUT 2. In Details enter a Name for the document (e.g. Vehicle Schedule, Scheduled Equipment) 3. By default the Application Detail section will default to All Policies. At least one item must appear in this view You could leave this as the default where the worksheet you create could apply to ALL lines of coverage, or You can add a line for a specific line of coverage and then click the X to delete the All Policies option When you click on the Add icon a pop-up appears where you need to deselect the Document view applies to all application details option With this box deselected you can select Type of business and line(s) of coverage. You can use the application detail field to search for an application or simply select a line of coverage from the list a response MUST be entered in this field before Epic will let you click Finish. Applied Epic Importing and Exporting // PAGE 58

The spreadsheet you create can have one or more worksheet tabs. 4.

59 After making your selection click Finish to accept the screen 3. Click on the Add icon in the Worksheets section. The spreadsheet you create can have one or more worksheet tabs. 4. In the pop-up enter a name for the Worksheet Tab. At this point you can determine if the worksheet needs to be secure or not. 5. To add additional Worksheet Tabs click on the Add icon. 6. Click Finish when done. Applied Epic Importing and Exporting // PAGE 59

If you do not mark a column as Secure on the list the Secure column will show False If you mark a column as Secure on the list the value will show True 4. Click the Add icon in the Columns section 5.

60 If you do not mark a column as Secure on the list the Secure column will show False If you mark a column as Secure on the list the value will show True 4. Click the Add icon in the Columns section 5. Enter a name for the first column on the spreadsheet 6. When you click Add to enter the label for the second column initial information will appear on the screen continue clicking Add until your list is complete. 7. Click Finish Applied Epic Importing and Exporting // PAGE 60

Any spreadsheets you have configured will appear in the Configuration / Document View list a.

61 8. On the left side of the screen are black up/down arrows where the order of the columns can be manipulated. 9. When done click Finish in the bottom right of the screen. 10. Any spreadsheets you have configured will appear in the Configuration / Document View list a. These items have not been installed CAUTION! When adding a file there is an 8MB file size limit Tip: See the Epic Help file for more information on configuring security for users in your organization. Applied Epic Importing and Exporting // PAGE 61

Installing a Document View list SESSION HANDOUT 1. Click on the Document View you want to Install to highlight it 2. Go to Actions / Install Document View 3.

62 Installing a Document View list SESSION HANDOUT 1. Click on the Document View you want to Install to highlight it 2. Go to Actions / Install Document View 3. Configure pop-up will appear stating installation complete click OK 4. The screen is updated showing that the schedule has been Installed. Applied Epic Importing and Exporting // PAGE 62

Click on the coverage line in the navigation panel (below Servicing/Billing) e.g. Equipment Floater 6.

63 Using Document View Importing a Spreadsheet for Document View 1. Locate Account 2. Click on Policies 3. The Policy must be in process (editable) to complete this process 4. Double-click on the desired policy to edit details 5. Click on the coverage line in the navigation panel (below Servicing/Billing) e.g. Equipment Floater 6. Scroll down in the coverage sections to Document View 7. Click on the Add icon in the view to access a formatted template 8. Select the checkbox next to the items you want to work (e.g. Equipment Schedule) 9. Click Finish Applied Epic Importing and Exporting // PAGE 63

blank spreadsheet with header rows 1. With the Document View populated (e.g.

64 10. Equipment schedule will appear at the top of the Document View screen 11. Under Document View in the Navigation Panel on the left we now see the imported schedule information Creating a blank spreadsheet with header rows 1. With the Document View populated (e.g. Scheduled Equipment) with this item highlighted go to Actions / Export Risks 2. In the pop-up window select a. Type: Scheduled Equipment for our example Applied Epic Importing and Exporting // PAGE 64

You may choose to both Disable delivery options and Send as

65 3. Select the Mapping File 4. Give the output document a File name 5. You may choose to both Disable delivery options and Send as blank template before clicking on Continue at the bottom of the screen 6. The Export Risks pop-up window appears showing the header rows 7. Click Export 8. Answer yes to the pop-up asking if you want to continue. 9. The ERSK Exported Risks Activity window appears make decisions about the activity before clicking Finish. Applied Epic Importing and Exporting // PAGE 65

10. Regardless of the output options you selected a date and time stamped Excel spreadsheet appears in the clients Attachments view Importing Document View Information 1. Locate Account 2.

In the left Navigation Panel you need to double-click on the coverage beneath the words Document View (e.g. I clicked on Scheduled Equipment) 6.

66 10. Regardless of the output options you selected a date and time stamped Excel spreadsheet appears in the clients Attachments view Importing Document View Information 1. Locate Account 2. Click on Policies 3. Double-click on the target policy 4. Under coverage scroll down to the Document View for the coverage you are working on 5. In the left Navigation Panel you need to double-click on the coverage beneath the words Document View (e.g. I clicked on Scheduled Equipment) 6. Screen changes click on the magnifying glass to locate the information you want to import 7. Make a selection to locate the document (e.g. select existing client document shows the Attachment view; Select new document goes to the Network) before clicking Continue. Applied Epic Importing and Exporting // PAGE 66

If the schedule is imported from the Network the Excel Spreadsheet is automatically appended to the Attachment

67 8. If selecting Schedule from the Attachment view select the document and click Finish 9. The schedule is populated on the screen in Epic. If the schedule is imported from the Network the Excel Spreadsheet is automatically appended to the Attachment View. 10. Click the X in the Navigation panel to close policy detail Did You Know? A policy must be editable (In Process) to add a schedule in the Document View. Applied Epic Importing and Exporting // PAGE 67

Using Excel to Audit TAM Transactions & Billing Screens

Using Excel to Audit TAM Transactions & Billing Screens Using Excel to Audit TAM Transactions & Billing Screens SESSION HANDOUT Applied Client Network www.appliedclientnetwork.org Prepared for Applied