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.

  1. In the Customer Center, search for a select a customer.
  2. From the sidebar menu click eForms.
  3. Click either Certificate of Liability or Certificate of Property.
  4. When ready, click Holder Detail.
  1. In the Customer Center, search for and select a customer.
  2. On the Views menu, click Certs.
  3. Click the appropriate certificate to open it in the eForms Manager.
  4. 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.

  1. The Certificate # field for certificates contains the Master Certificate number.
  2. 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.
  3. If you want to add a new holder to the certificate, click New on the section menu.
  4. Enter the number of days written notice is required before this certificate can be canceled for this holder.
  5. 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.
  6. 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.
    1. 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.

    2. A warning will appear that states the item already exists; respond as follows:

      1. By clicking "Yes": A new item is saved to the master list

      2. 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.

  7. Select the method used to deliver the certificate to the holder: email, fax, or print.
  8. Select the appropriate holder Name Selection option to populate the Name Filter list.
  9. 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.
  10. If this field is not filled, enter the holder Name to add to the certificate. Otherwise, enter the contact information for the holder.
  11. 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.
  12. 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.
  13. Click Add on the section menu when finished adding the holder.
  14. Click Create/Refresh Forms to add the holder to the Customer/Policy Transaction/Form Tree, and to the certificate.
  1. The Certificate # field contains the Master Certificate number.
  2. Select the holder in the grid you want to edit and click Edit on the section menu.
  3. Make the changes to the holder as needed. See the Add/Edit Certificate Holders Selections section in this topic for specific field information.
  4. When you are finished editing the holder's information, click Update on the section menu. The holder appears in the grid.
  5. To edit another holder, select the holder from the grid and click Edit. Repeat steps 3 and 4.
  6. 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.
  1. 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.
  2. Right-click the appropriate certificate holder you want to delete, and click Delete from the right-click menu.
  1. From the Add/Edit Certificate Holder form, select the holder you want to delete from the grid.
  2. Click Delete on the section menu.
  3. Click Create/Refresh Forms.

The following fields and selections appear on the Add/Edit Certificate Holders data entry form:

Field/SelectionWhat is this?

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.

Name SelectionWhat names appear?

Additional Named Insureds

Named Insureds and Co-Insureds entered on the policy data entry form for which this certificate is based.

Certificate Holder Master List

Names entered in Additional Interest Setup as Master Certificate Holders. These names normally include municipalities, counties, states and others used on certificates for multiple customers.

Customer Certificate Holder List

Holders imported or entered for this customer using Customer Certificate Holder Setup.

Policy Additional Interests

Commercial Additional Interest names entered in the Additional Interest section of the Policy data entry form on which this certificate is based.

Setup Additional Interests

Names entered in Additional Interest Setup as Additional Interests. These names normally include mortgage companies, banks, and others typically used on policies for multiple customers.

Issue Date

FieldWhat is this?

Date Issued

Select or enter the date this certificate holder was added to the master certificate. Today's date defaults but can be changed.

 

Each holder can have a different issue date.

Written Notice

FieldWhat is this?

# of Days

Defaults to "10", but can be changed. Enter the correct number of days. Varying companies require different numbers of days written notice before the certificate can be cancelled for this holder.

The "# of Days" field defaults to "10". The default cannot be changed because it is hard coded into AMS360.

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

  • Contacts
  • Address, City, State and Zip
  • Email Address
  • Fax/Extension
 

The names that appear in the list are based on the Name Selection.

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.

 

This information is added to Contacts.

Address
City
State
Zip
Email
Fax/Ext

Enter or verify the information pulled to these fields.

Options

This group of options is only available for certificate holders.

OptionWhat is this?

Write to Cert Master List

Check this option if you are entering a new name, contact, and address that you want to save as a Master Certificate Holder.

X over "endeavor to"

Check this option if you want to cross out the words "endeavor to" in the Cancellation section of the certificate for this holder.

X over "But failure...through rep"

Check this option if you want to cross out the words "but failure to do so shall impose no obligation or liability of any kind upon the insurer, its agents or representatives" in the Cancellation section of the certificate for this holder.

X over "Workers comp and..."

Check this option if you want to cross out the words "Worker's Compensation and" on the certificate. This leaves the words "Employers Liability" as the heading in the Cancellation section of the certificate for this holder.

X the Add'l Insrd check box for

These options apply only to Certificate of Liability holders.

If you have entered an Additional Interest at the policy or line of business level, you can print an "X" in each applicable coverage check box on the certificate.

Your options are:

  • General Liability
  • Automobile Liability
  • Garage Liability
  • Excess Liability

Waiver of Subrogation

These options apply only to Certificate of Liability holders.

Select Yes or No (optional) to indicate whether this applies to the following types of liability coverage:

  • General Liability
  • Auto Liability
  • Excess Liability
  • Workers Compensation

Method of Distribution

Select one of the following from the drop down list:

  • Email
  • Fax
  • Print

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.

Name SelectionWhat names appear?

Same as Master Description

The default condition for the Description of Operations is to have the Same as Master Description check box selected, with the master description defaulted and unavailable for change.

If you want to change the Description of Operations for this certificate holder, uncheck the Save as Master Description check box to enable the fields and buttons.

Default Text

Automatically enter a pre-saved passage of text by selecting its name from the list. Enter, save, and maintain these passages of text in Text Setup.

To add the Default Text selection to the box, click Insert.

To clear current data entered in the Description text box and replace it with the Default Text selection, click Replace.

(Text Box)

Type or select the Description of Operations text that you want to appear on the certificates. The description you enter appears when you enter holders.

If there are Certificate Holder attachments, Vertafore recommends you include a disclaimer such as "The attachments do not constitute a contract with the certificate but serve only as clarification."

Text Setup

Click the Text Setup link to launch the setup data entry form.

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.

Name SelectionWhat names appear?

Same as Master Description

The default condition for the Description of Operations is to have the Same as Master Description check box checked, with the master description defaulted and unavailable for change.

If you want to change the Description of Operations for this certificate holder, uncheck the Save as Master Description check box to enable the fields and buttons.

Default Text

Automatically enter a pre-saved passage of text by selecting its name from the list. Enter, save, and maintain these passages of text in Text Setup.

To add the Default Text selection to the box, click Insert.

To clear current data entered in the Description text box and replace it with the Default Text selection, click Replace.

(Text Box)

Type or select the Description of Operations text that you want to appear on the certificates. The description you enter appears when you enter holders.

If there are Certificate Holder attachments, it is recommended you include a disclaimer such as "The attachments do not constitute a contract with the certificate but only serve as clarification."

Text Setup

Click Text Setup to launch the setup data entry form.

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.

 

This information does not print to the certificate.

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.