Add or Edit Certificate Holders
When you create a master Certificate of Liability or Certificate of Property, use the Add/Edit Certificate Holders data entry form to add a new holder, edit an existing holder, or delete a holder.
- In the Customer Center, search for a select a customer.
- From the sidebar menu click eForms.
- Click either Certificate of Liability or Certificate of Property.
- When ready, click Holder Detail.
- In the Customer Center, search for and select a customer.
- On the Views menu, click Certs.
- Click the appropriate certificate to open it in the eForms Manager.
- In the Customer/Policy Transaction/Form Tree, right-click the certificate form number in the tree and then click Add/Edit Holder.
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.
- The Certificate # field for certificates contains the Master Certificate number.
- If you want to copy holders from another certificate, click Copy Holders. The Copy Holder Detail selections form opens. Use this form to select from among all holders entered on this customer's policies.
If you want to copy an existing holder from the grid, select the holder and click the Copy Holder icon on the toolbar. - If you want to add a new holder to the certificate, click New on the section menu.
- Enter the number of days written notice is required before this certificate can be canceled for this holder.
- Select or enter the date this certificate holder was added to the master certificate in the Date Issued field.
This field is hidden for EPI holders. - Select the appropriate Options only if you are adding a certificate holder. Select the Write to Cert Master List option if you are entering a new name, contact and address that you want to save as a Master Certificate Holder.
- When entering holder information and the user checks the box to "Write to Agency Cert Master List," the system will scan the existing master list when user clicks "add" to search for matches on Name, City, State & ZIP.
A warning will appear that states the item already exists; respond as follows:
By clicking "Yes": A new item is saved to the master list
By clicking "No": The user is returned to the data entry screen.
The "X over.." options "cross out" (using a series of Xs) the specified text in the Cancellation section of the certificate for this holder. This group of options is hidden for EPI holders.
- Select the method used to deliver the certificate to the holder: email, fax, or print.
- Select the appropriate holder Name Selection option to populate the Name Filter list.
- If the name you want to add is available on the Name Filter list, you can select it and click Refresh. Data entered for this holder on the customer populates the form.
- If this field is not filled, enter the holder Name to add to the certificate. Otherwise, enter the contact information for the holder.
- The default condition for the Description of Operations for certificate holders, is to have the Same as Master Description defaulted and unavailable for change.
If you want to change the Description of Operations for this certificate holder, clear the Same as Master Description check box and type in the appropriate description for this holder. - If appropriate, type in a Note/Message for this holder and mark the Print note with form option if you want the note to print on an overflow page with the form.
- Click Add on the section menu when finished adding the holder.
- Click Create/Refresh Forms to add the holder to the Customer/Policy Transaction/Form Tree, and to the certificate.
- The Certificate # field contains the Master Certificate number.
- Select the holder in the grid you want to edit and click Edit on the section menu.
- Make the changes to the holder as needed. See the Add/Edit Certificate Holders Selections section in this topic for specific field information.
- When you are finished editing the holder's information, click Update on the section menu. The holder appears in the grid.
- To edit another holder, select the holder from the grid and click Edit. Repeat steps 3 and 4.
- After you have finished editing holders, click Create/Refresh Forms. The updated holders appear in the Customer/Policy Transaction/Form Tree and on the certificate.
- From the Customer Center with the appropriate Policy selected, click eForms Manager from the eForms menu. This opens the Customer/Policy Transaction/Form Tree for the selected customer and policy.
- Right-click the appropriate certificate holder you want to delete, and click Delete from the right-click menu.
- From the Add/Edit Certificate Holder form, select the holder you want to delete from the grid.
- Click Delete on the section menu.
- Click Create/Refresh Forms.
The following fields and selections appear on the Add/Edit Certificate Holders data entry form:
Field/Selection | What is this? | ||||||||||||||
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Certificate # | Display Only. The number of the certificate for which you are adding, editing, or deleting a holder. | ||||||||||||||
Copy Holders | Click this button to open the Copy Holder Detail selections form. Use the form to select among all holders entered on this customer's policies. | ||||||||||||||
(Grid of Holders) | This grid lists all the holders for the selected certificate. Click the New or Edit grid commands to expand the data entry fields. | ||||||||||||||
Name Selection | Use to determine the category of names that display in the Name list.
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Issue Date |
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Written Notice |
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Name Filter | Select or enter the holder Name to add to the certificate. If the holder is fully setup, the following information fills. Otherwise, enter this information for the holder
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After selecting a name from the Name Filter list, click refresh to pull the information to the fields of the data entry form. | |||||||||||||||
Contact | Enter or verify the Contact information.
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Address | Enter or verify the information pulled to these fields. | ||||||||||||||
Options | This group of options is only available for certificate holders.
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Method of Distribution | Select one of the following from the drop down list:
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Description of Operations | This section applies only to Certificate of Liability holders. For each holder, you can add to the description or enter a different description if a specific holder requires it.
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Special Conditions | This section applies only to Certificate of Property holders. For each holder, you can add to the description or enter a different description if a specific holder requires it.
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Notes/Messages | If appropriate, type in a Note/Message for this holder and select the Print note with form option if you want the note to print on an overflow page with the form. | ||||||||||||||
Additional Information | If appropriate, enter the Job Type, Job # and Project End Date, and select the Licensed and/or Bonded check boxes.
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Add/Refresh Forms | Use after adding or updating holders to the grid. Clicking this button adds or changes holders in the Customer/Policy Transaction/Form Tree and adds the changes to the form. | ||||||||||||||
Cancel | Click to cancel the action of adding or editing holders to the Certificate of Liability or Certificate of Property form and the Customer/Policy Transaction/Form Tree. Canceling closes the Add/Edit Certificate Holders form and returns focus to the Transaction Form Tree. |
What's Next?
Do you need more information on printing or emailing the forms? See eForms Manager Print Options or eForms Manager Email Options.