SmartPolicies - Creating and Deleting Policies

- Basic Method

- Copying an Existing Policy

- Importing Policies

• Creating a Policy
• Deleting a Policy

Creating a Policy

Basic Method

Watch the Training Class: Entering an Insurance Policy

To create a policy in SmartOffice:

1. Do one of the following:

- From the Add New menu, select Policy.

- From the Search Policies dialog box, click the New button to open the contact search dialog box. Use the dialog box to locate and select the policy applicant.

- From the Global Policy List, select Menu > New 'Policy' record.

Performing any of these actions opens the Policy Add dialog box.

1. In the Policy Add dialog box, do one of the following:

- If the applicant does not already exist as a contact in SmartOffice, select the Create New Applicant option. Then click the plus (+) icon to open the New - Contact dialog box. Enter the applicant's contact information and then click the Save & Close button.

- If the applicant exists as a contact in SmartOffice, select the Use Existing Applicant option to open the Search Contacts and Businesses dialog box. Use the dialog box to locate and select the applicant.

Note: These options are dimmed and unavailable if an applicant was selected in step 1.

1. Select the type of policy from the Insurance Type drop-down list.
2. Click the Carrier hyperlink to open the Search Carriers dialog box. Use the dialog box to locate and select the carrier. For more information, see Searching for Carriers.
3. Click the Plan Name hyperlink to display a list of products matching the selected insurance type and carrier. Select the appropriate product.
4. Click the Next button to enter the details of the policy. For information about the policy details, see Viewing and Managing Policies.
5. Click the Finish button.

Copying an Existing Policy

To create a policy that is similar to an existing policy, the user can create a copy of the existing policy and modify the copy as needed. This feature saves the user the time and effort involved in creating a policy record from scratch.

1. Search for a policy.
2. Open the policy record or select it from the list of search results.
3. Select Menu > Advanced Options > Copy Policy.
4. In the dialog box that opens, use the Yes and No options to select the types of data that should be copied to the new policy record.

Note: The user can change the insurance type, carrier and plan name from this dialog box. However, changing any of these prevents some information in the original policy from being copied to the new record.

1. Click the Copy button.

When the copy operation is finished, the new policy record's Basic Information content link opens. The policy number is the same as the original except for the addition of a "-CP" suffix. The user can then make any changes to the policy and save it.

Tip: It is also possible to copy SmartPad entries, requirements, and other data from one policy to another existing policy. For more information, see SmartPolicies - Other Policy Management Features.

Importing Policies

Policies can be imported into SmartOffice from a comma separated values (CSV) file. For more information, see Policy Import.

Deleting a Policy

A policy can be deleted from the Global Policy List or the policy's Basic Information content link using the Menu > Delete 'Policy' record option. From the Global Policy List, tag the policy to be deleted first before selecting that menu option.

Note: Deleted policies are not automatically deleted from the system. Instead, they are moved to the Deleted Records area of SmartOffice, where a user with administrative rights can either restore or permanently delete them.