Policy Change Request

Create a Policy Change Request in eForms Manager using policy change and comparison information from the Policy data entry form. Once the form is created you can enter additional information directly on the form. The form can then be saved, attached to an activity, viewed, and accessed at any time. You can even copy the form to create a second request or to send corrected and updated information.

 

The information you enter directly on the Policy Change Request in eForms Manager using the editing feature is saved with the form in eForms Manager. The data is not saved in the policy database and does not flow back to the Policy data entry form.

From any Center in AMS360:

  1. On the 360 Toolbox menu, click eForms.
  2. Search for and select a customer.
  3. In the eForms Manager, click Change Requests.

- or -

From Customer Center:

  1. Search for and select a customer.
  2. On the eForms menu, click Change Request.

The following menus are available in a data entry form. Click each menu item to see detailed information. Note that the available menus vary depending on the form.

If you launched eForms Manager from the policy data entry form, skip to step 2.

  1. From the eForms Manager tree select the policy that you want to use to create a Policy Change Request. The latest transaction populates the form.
  2. From the menu click Create > Policy Change Request > New. The New Change Request selection form appears in the right pane of the window.
  3. Complete the New Change Request as follows:
    1. Verify or select the Form Type and/or the Request Type.
    2. Verify or select a customer, company, and agency contact.
    3. Enter an agency message.
    4. Verify or select the recipients.
    5. Expand the Memo Text section, select a Policy Comparison Option, and click Insert Changes. Then add additional text, if needed.

    See the New Policy Change Request Selections in this topic for definitions of these fields.

  4. When you have made your selections click Create in the upper right corner of the New Change Request selection form. The Policy Change Request is created, displays in the view pane, and appears in the Policy Change Request directory in the tree.
    • To enter information on the form, click the Edit icon on the toolbar or from the menu click File>Edit. The form appears with shading in the areas where you can enter information.
    • The data you type on the form is saved with the form in eForms Manager. The data is not saved in the policy database and does not flow back to the policy data entry form.
  5. When you have finished entering the information click the Save icon on the toolbar or from the menu, click File>Save. The edited form is saved and appears in the Policy Change Request directory in the tree.
  6. To save a point-in-time view of the Change Request you can log an activity and attach the form. For more information see Forms Activity.

After selecting Policy Change Request > New from the Create menu, the New Change Request selection form appears with the following:

Field/SelectionWhat is this?

Form Type

Select the form for the New Change Request you are creating. The options are:

  • AMS Change Request
  • Commercial Policy Change Request, ACORD 175
  • Flood Insurance General Change Endorsement, ACORD 302
  • Florida Work Comp Monthly Change Sheet, ACORD 175
  • Private Passenger Auto Policy Change Request, ACORD 71
  • Personal Policy Change Request (Except Auto), ACORD 70
  • South Carolina Commercial Auto Change Request, ACORD 175
  • South Carolina Private Passenger Change Request, ACORD 71

All selection fields for the New Change Request appear when you select the AMS Change Request type. Limited fields are available for other form types.

Request Type

This field is available for the AMS Change Request form type only.

Choose the type of request you are creating. The type you select appears in the heading of the form.

Regarding

Enter a brief description about why you are sending the change request. This information appears in the Regarding section of the memo.

Insured

This group is available for the AMS Change Request form type only.

Option/FieldWhat is this?

Customer

Choose this option to plug the name of the insured to the Insured section of the memo.

Policy, First Named Insured

Choose this option to plug the name of the first named insured on the policy to the Insured section of the memo.

Blank data entry field

The name of the customer and/or first named insured appears in this field based on the selection you made above. You can change the information.

Include Fax

Select this box to include the customer's fax number on the memo.

Company

This group is available for the AMS Change Request form type only.

Option/FieldWhat is this?

Name

The name of the writing company from the policy pre-fills this field. You can select another company from the list.

Address

The company address set up to default to forms appears in this field, but you can choose another company address from the list.

Include Fax

Select this box to include the company's fax number on the memo.

Agency Contact

This field is available for the AMS Change Request form type only.

The account representative pre-fills this field. You can select another from the list who should be contacted if further information is needed. The names of account executives and representatives appear in the list.

Agency Message

This field is available for the AMS Change Request form type only. Use this section to enter a special message that appears next to the Recipient information.

Note/Message

Choose the "Print note with form" option if you want the note to print on an overflow page with the form. Enter the message text that you want to include with the form.

Recipients

Select New or Edit to access the fields in this section.

Option/FieldWhat is this?

Category

Use this field to narrow the list of recipients to choose from. Select a category from the list.

Name

This field appears only when you select Company as the category. Choose the name of the company from the list.

Recipient

The information available in this list varies based on the Category you selected. The following chart provides information on the selections available:

RecipientWhat appears in the list?

Additional Interests

All additional interests entered in setup.

Brokers

All brokers entered in setup.

Company

All addresses for the company name selected in the previous field. Writing companies do not appear in this list.

Customer/Policy

  • First Named Insured/Applicant
  • Co-Applicants (Co-Insureds)
  • Company (The parent company on the policy and all the addresses in setup.)
  • Supplemental Names
  • Policy Personnel (Exec/Rep/Broker)
  • Contacts
  • Underwriter
  • Additional Interests

Email Contacts

If you use Microsoft Outlook® as your email software, you can select this category to list email addresses stored in your Outlook Contacts.

If you do not use Microsoft Outlook, this Category returns no contacts; the grid remains blank.

When you select this category, Outlook sends you a message asking "A program is trying to access e-mail addresses you have stored in Outlook. Do you want to allow this?"

Select the duration of time allowed and click Yes. The addresses appear in the grid.

Master Cert Holders

All master certificate holders entered in setup.

Name and Address

FieldWhat is this?

Attn:

If a contact name has been entered for the selected recipient, the name pre-fills this field. Otherwise, enter the name of the person you want to receive the Change Request.

Name and Address

The name of the recipient pre-fills to the first field in this area. The remaining fields fill with the address, city, state, zip, and phone number, if entered.

Otherwise, enter the address where you want to send the Change Request.

You have two lines for the name and two for the address.

Memo Text

Option/FieldWhat is this?

Policy Comparison

When you launch a Policy Change Request, the Memo Text section defaults as expanded, with the most recent policy change comparison notes automatically inserted.

Option/ButtonWhat is this?

Insert Most Recent Changes

Select this option to compare the current policy transaction displaying in eForms Manager to the prior policy transaction and to have any text appear in the comments section.

If a prior transaction for this policy period does not exist, the comparison cannot be performed and a message is displayed.

Insert Changes From Policy Comparison Against

Select this option to compare the current policy transaction displaying in eForms Manager to another policy for the same customer. The following fields become active when you choose this option:

FieldWhat is this?

Policy

Choose the policy to use for comparison from a list of the customer's policies.

Eff Date

Choose the policy transaction effective date you want to use for comparison.

Insert Changes

When you have made your selections, click this button to insert the differences between the currently displayed policy and the policy you selected for comparison.

Clear All

Click this button to clear all information from the text box.

Text Box

If changes exist for the option you selected in the Policy Comparison section, then those changes will fill to the text box and can be changed. You can then add more information, if desired.

The text you type in this area does not word wrap until you click Create and the form is generated.

If you launched eForms Manager from the policy data entry form, skip to step 2.

  1. From the eForms Manager tree select the policy and effective date that contains the Change Memo you want to copy. Click Refresh if necessary.
  2. Right-click and select Copy. The Copy Change Request selection form appears in the right pane of the window.
  3. Select the Change Request you want to copy from the Available Forms grid. Choose a Request Type, enter the additional information, if applicable. See the Copy Change Request Selections in this topic for definitions of these fields.
  4. When you have made your selections click Create in the upper right corner of the Copy Change Request selection form. The Change Request is copied, appears in the Policy Change Request directory in the tree, and appears in the right pane of the window for viewing.
  5. To enter the information on the form, click the Edit icon on the toolbar or from the menu select Edit > Form. The form appears with shading in the areas where you can enter information.
  6. The data you type on the form is saved with the form in eForms Manager. The data is not saved in the policy database and does not flow back to the Policy data entry form.
  7. When you have finished entering the information click the Save icon on the toolbar or from the menu, select File > Save. The edited form is saved and appears in the Policy Change Request directory in the tree.
  8. To save a point-in-time view of the Change Request you can log an activity and attach the form. For more information see Forms Activity.

After selecting Policy Change Request > Copy, the Copy Change Request selection form appears with the following selections:

Field/SelectionWhat is this?

Available Forms

From the grid select the Policy Change Request you want to copy.

Request Type

This field is available for the AMS Change Request form type only.

Choose the type of request for the copied Change Request. The type you select appears in the heading of the form. The options are:

  • First Request
  • Memo
  • Returned for Correction
  • Second Request
  • Third Request

Regarding

Enter a brief description about why you are sending the change request. The information you enter appears in the Regarding section of the memo.

Agency Contact

This field is available for the AMS360 Change Request form type only.

The account representative populates this field. You can select who should be contacted if further information is needed. The names of the account executives and representatives appear in the list.

Agency Message

This field is available for the AMS360 Change Request form type only. Use this section to enter a special message that appears next to the Recipient information.

What's Next?

Do you need more information on printing or emailing the form? See eForms Manager Print Options or eForms Manager Email Options.