Policy Lifecycle — Operations Fictional Hawthorn Technical Services Ltd example 00:00:03.000 – 00:00:05.320 Search Clients before creating a new organisation. 00:00:05.320 – 00:00:09.440 Complete the client identity and address using the information supplied. 00:00:09.440 – 00:00:13.400 Add the primary contact who will receive client correspondence. 00:00:13.400 – 00:00:16.120 Describe the business and record the relevant risk information. 00:00:16.120 – 00:00:19.160 Create the client, then review its saved Overview and Contacts. 00:00:19.160 – 00:00:20.960 Use Contacts to review the people and addresses linked to the client. 00:00:20.960 – 00:00:24.840 Create a Deal from the client. Give it a useful Internal Label and select the Product. 00:00:24.840 – 00:00:28.160 Set the Stage and Deal type. Status describes the opportunity separately from placement progress. 00:00:28.160 – 00:00:32.120 Record the requested policy period and the colleague responsible for the Deal. 00:00:32.120 – 00:00:36.960 Choose the requested geography and enter the Product Fields relevant to this risk. 00:00:36.960 – 00:00:40.000 Save the Deal. The client is already linked as the insured. 00:00:45.600 – 00:00:49.680 From the Deal, choose Create Insurer Submission to prepare the insurer marketing pack. 00:00:49.680 – 00:00:52.680 Record the response deadline and the cover options you are asking insurers to quote. 00:00:52.680 – 00:00:54.480 Select the insurer market and check its named or team recipients. 00:00:54.480 – 00:00:57.520 Attach the risk information that insurers need to assess the request. 00:00:57.520 – 00:01:01.680 Save the Draft Submission before preparing it for delivery. 00:01:01.680 – 00:01:04.840 Use PDF to review the outward pack. Mark Prepared validates the pack without sending it. 00:01:04.840 – 00:01:08.280 Confirm preparation, then open Send Insurer Submission. 00:01:08.280 – 00:01:10.520 Check the attached files and Underwriter recipients. Each insurer receives a separate email. 00:01:10.520 – 00:01:14.920 Review the subject and message, then submit the send once. 00:01:14.920 – 00:01:16.160 Open Delivery & responses to check the saved outcome before continuing. 00:01:16.160 – 00:01:18.360 Check the retained send outcome before continuing. 00:01:23.960 – 00:01:25.760 When the insurer replies, open the sent Submission and choose Add Insurer Response. 00:01:25.760 – 00:01:28.480 Choose the responding insurer and record when its terms were received. 00:01:28.480 – 00:01:33.040 Upload the insurer’s original PDF and give the evidence a clear title and reference. 00:01:33.040 – 00:01:38.040 Save the Response against this Submission. Replies are recorded from the evidence you received. 00:01:38.040 – 00:01:39.840 Open Delivery & responses to find the saved insurer reply. 00:01:39.840 – 00:01:42.920 Open the saved Response and check its source evidence before creating a Quotation. 00:01:48.520 – 00:01:52.120 Choose Create Quotation on the Response to start AI extraction of its retained source. 00:01:52.120 – 00:01:55.520 Review the AI warnings and check the extracted terms against the original insurer evidence. 00:01:55.520 – 00:01:59.440 Check the dates, premium and commission percentage. Commission Amount is calculated automatically. 00:01:59.440 – 00:02:02.280 Quoted Product Fields are independent. Clear a requested value that the insurer has not confirmed. 00:02:02.280 – 00:02:04.720 Review the full Coverage and terms document, including its table, conditions and exclusions. 00:02:04.720 – 00:02:06.600 Coverage and terms is outward-facing. Remove broker-only wording before sharing it with the client. 00:02:06.600 – 00:02:09.200 Check the coverage table and all qualifications. Headline amounts do not replace the detailed wording. 00:02:09.200 – 00:02:13.320 Reduce the editor and create the reviewed Quotation. Saving does not send it or record acceptance. 00:02:18.920 – 00:02:22.200 Review the saved Quotation Overview and open Terms to check the client-facing wording. 00:02:22.200 – 00:02:24.000 Mark Ready to Send confirms preparation. The email is sent in a separate action. 00:02:24.000 – 00:02:27.920 Confirm preparation, then choose Send Quotation to Client. 00:02:27.920 – 00:02:32.040 Check the client contact, generated Quotation and email. Send once and wait for the result. 00:02:32.040 – 00:02:33.840 After the client instructs you to proceed, choose Select Quotation for the accepted option. 00:02:33.840 – 00:02:36.000 Record the actual acceptance method, time and supporting instruction. 00:02:36.000 – 00:02:41.480 Record Client Acceptance locks this option and starts placement. It does not bind the insurance. 00:02:47.080 – 00:02:50.240 On the accepted Quotation, review FOS PDF from the PDFs menu. 00:02:50.240 – 00:02:54.520 Mark the FOS ready. Preparation still does not send or bind the placement. 00:02:54.520 – 00:02:56.320 Open Send FOS to Insurer and review the insurer groups and Underwriter recipients. 00:02:56.320 – 00:02:59.200 Select the insurer first, then select its intended Underwriter recipients. 00:02:59.200 – 00:03:03.360 Check the email and send the FOS. This requests insurer agreement; it does not bind cover. 00:03:03.360 – 00:03:07.160 Check Delivery & binding for the saved insurer delivery outcome. 00:03:07.160 – 00:03:08.960 After receiving insurer agreement, choose Confirm Bound. 00:03:08.960 – 00:03:12.640 Check the Policy label, agreed bound terms and actual policy dates. 00:03:12.640 – 00:03:14.440 Retain one insurer-confirmation note or a new evidence file supporting the agreed placement. 00:03:14.440 – 00:03:16.240 Enter the actual binding date, then confirm the agreed placement. 00:03:16.240 – 00:03:21.760 Confirm Bound creates the Policy. Open View Policy to continue with its details and documents. 00:03:27.360 – 00:03:30.520 Open Edit on the created Policy and check the bound outcome against the insurer schedule. 00:03:30.520 – 00:03:32.320 Record the insurer’s policy reference. The Policy has its own label and agreed bound terms. 00:03:32.320 – 00:03:36.200 Save the Policy details and return to its Overview. 00:03:36.200 – 00:03:40.480 The Cover Note is optional. Review Cover Note PDF, then mark it ready if you need to send it. 00:03:40.480 – 00:03:45.520 Confirm preparation, then open Send Cover Note to Client and review the recipients and message. 00:03:45.520 – 00:03:50.360 Send the optional Cover Note and wait for its recorded result. 00:03:50.360 – 00:03:54.160 Open Documents and choose Upload new document for the insurer’s actual Policy schedule. 00:03:54.160 – 00:03:57.160 Upload the actual file, give it a clear title and check the Document type. 00:03:57.160 – 00:03:59.800 Complete the upload. The file is now linked to the Policy; uploading alone does not send it. 00:03:59.800 – 00:04:02.840 Use View or Download to check the retained file, then open the Document record. 00:04:02.840 – 00:04:05.480 Choose Send Document to Client. Check the exact filename, recipients and message. 00:04:05.480 – 00:04:09.160 Send the checked document and wait for the result before leaving the page. 00:04:09.160 – 00:04:11.560 The Policy records the bound outcome. Hand over the agreed commercial details when Accounting work is due.