IWS Release Notes - May 2013

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We strive to keep our products above the industry standard so that your systems remain current and flexible. For that reason, we make continuous improvements to BriteCore's code base. We've been experimenting with a continuous release process, and we'll be shifting to this to better reflect our daily improvements. Rather than waiting for the all-clear of many items to go out in one weekly release, you'll receive continuous updates for code changes going out in the daily release. Items that require full release notes for this month can be found in this section of the BriteWiki.

May 28, 2013

Copy from Primary Insured Link (Error)

We've identified a system error that's likely to occur when users click the Copy Primary Named Insured link in BriteCore and BriteQuote. Currently, if you use the Copy Primary Named Insured link and the primary insured's zip code is associated with more than one city, then the system will set the copied city to the default selection––the first city that appears inside the selection box. This city may or may not be the correct selection.

We're currently working to resolve this error so that the appropriate city is selected in BriteCore and BriteQuote each time users click the Copy Primary Insured link. However, please advise your staff to use the City drop-down box to verify and select the appropriate city for each copied contact until this issue is resolved.

Incorrect City Selection.png

May 23, 2013

Copy from Primary Insured Link

In an effort to reduce the duplication of entry for Secondary Named Insureds and Additional Interests, we've added a new link labeled "Copy from Primary Named Insured" to the "New Contact" pop-up box in BriteCore and BriteQuote. When clicked, this link allows users to copy the primary named insured's address information (city, state, and zip code) and phone number to the secondary named insured(s) or additional interest(s). See example image below.

New Contact Copy From Link.png

Only the primary named insured's primary address and phone number can be copied over to the additional contacts––even if there are multiple addresses or phone numbers listed on the primary insured's profile. If there is not a primary insured listed on policy account or if there is no address or phone number attached to the primary insured listed on the account, then the system will issue an error message when users try to use this functionality in BriteCore or BriteQuote. See example error message below:

Copy Contact Error Message.png

BriteTip: Verify the primary insured's address and phone number before using the "Copy from Primary Insured" link in BriteCore. If you copy the primary insured's address and then have to change it, the system will NOT automatically apply that change to the additional contact(s). Furthermore, the "Copy from Primary Insured" link will be removed from the additional contact pop-up box(es), so you'll have to manually update those addresses/phone numbers.

May 22, 2013

New! Ability to Specify Non-Renewal Threshold by Month

We've added a new setting to BriteCore > Settings > Policies > Policy Lifecycle > Non-Renew that allows clients to specify non-renewal thresholds on a month-by-month basis. This setting is useful for clients whose non-renewal notification time frame varies based upon the expiration date of a policy. For example, the time frame for non-renewing a policy in South Carolina is dependent upon the month of the year in which the policy is scheduled to non-renew.

To view or use this new setting in BriteCore, go to Settings > Policies > Policy Lifecycle > Non-Renew and click on the radio button next to "The Number of Days Prior varies depending on the expiration date of the policy." This opens the Number of Days Prior Per Month box for edits. The added Number of Days Prior per Month limits when a policy can be set to non-renew.

Non Renewal Threshold by Month.png

Once your thresholds have been set, if a user attempts to set a policy to non-renew after the threshold has passed, an error message will appear informing the user that the policy cannot be non-renewed without providing the requisite advance notice. The users will be advised to consult an underwriter.

Non Renewal Threshold Error.png

May 20, 2013

Automating the Continuation of Coverage Process

IWS is pleased to announce that development for automating the Continuation of Coverage process in BriteCore is complete. You can now set up your system so that Continuation of Coverage notifications are sent automatically when a policy goes from "Cancellation Pending" to "Active" status due to payment of premium or underwriting reasons. In order to take advantage of this new functionality in BriteCore, you'll need to do two things:

  1. Enable Continuation of Coverage Notification
  2. Set up your Continuation of Coverage deliverables

Once you've completed the initial setup for this process, all appropriate print, email, and InsVista notifications will be set to go out each time a policy goes from "Cancellation Pending" to "Active" status. You'll no longer need to execute manual steps to notify required parties of a policy's continued coverage.

Continuation of Coverage Deliverables

The type of deliverable that goes out depends on the reason the policy was in cancellation pending. For example, if the policy was in "Cancellation Pending" due to non-payment of premium and gets set to "Active" by a payment, the "Continuation of Coverage - NonPay" deliverable will print for each selected recipient (Insured, Agent/Agency, Mortgagee, Additional Interest). However, if the policy was in "Cancellation Pending" due to underwriting reasons and not for a non-payment, then the "Continuation of Coverage - Other" deliverable will print when the policy gets set to "Active". Note: If the agent on the policy is set up to receive electronic notifications, the "Continuation of Coverage" deliverable will be emailed to the agent instead of printed.

InsVista Notifications

If you're using InsVista, the system will automatically generate "RC" records for Recission of Cancellation anytime a policy is moved from “Cancellation Pending” to “Active” status. The InsVista notification process sends the Rescission of Cancellation code which states, "You recently received a cancellation notice on the above mentioned policy. The notice is voided. The policy remains in full force with no interruptions in coverage." Users are not required to execute any manual steps to generate these RC records, and all RC dates and amounts will mirror the dates on the printed deliverables.

Changes to Expect When Automating the Continuation of Coverage Process

  • Additional printing for all recipients selected to receive Continuation of Coverage Notifications set up in Settings > Deliverables > Continuation of Coverage who have not opted to receive policy documents electronically.
  • Additional emailing for all agents/agencies selected to receive Continuation of Coverage Notifications set up in Settings > Deliverables > Continuation of Coverage and who also opt to receive notifications electronically (set up in Contacts > Individual Contacts > Accept Policy Documents Electronically).
  • Additional "RC" records in InsVista files, if using InsVista.
  • Additional folder in Attachments that stores all Continuation of Coverage deliverables.

Frequently Asked Questions

Additional Resources

May 10, 2013

Cancellations - Hard Error (Fixed)

Previously in BriteCore, if a policy was put into cancellation pending prior to renewal with a cancellation date after the renewal date, the system would cancel the policy and print two confirmation of cancellation notices with different cancellation dates. This behavior was neither desired nor expected, so it's been changed.

Now policies cancel on the expected cancellation date and only one confirmation of cancellation deliverable is produced on the policy's expected cancel date for the renewal term.

May 10, 2013

Claims Discount/Surcharge - Hard Error (Fixed)

Claims discounts, claims surcharges, and loyalty discounts are now operating properly in BriteCore for all new, renewal, and data-converted policies. The following changes were made to the system to ensure these items update correctly:

1. Builder Now Updates Dynamically with Loss History Information

When a new policy or quote is entered in the system (either through BriteCore or BriteQuote), the Builder screen will update dynamically any time the claims information is changed in the policy's Loss History area––even when this area is updated after the policy type has been selected.

For example, if an insured disclosure is added to or deleted from the policy's Property tab (by manual or vendor input) during the policy entry process, then the claims surcharge/discount item(s) will be automatically updated in Builder to display the correct claims credit or charge on the policy.

2. BriteCore Refers to the Revision Date Instead of Today's Date for Converted Policies

For Data Converted policies, the system now references the revision date rather than today's date so that discounts or surcharges can be correctly applied as of the revision date instead of being applied on the date the change is made.

May 9, 2013

Extended Zip Code Functionality

We've made modifications to the address entry process in BriteCore and BriteQuote. These modifications help speed up the policy entry process and eliminate data and quoting errors in your system. The major address entry changes are as follows:

  • Zip code fields have been moved up in the data entry process in order to make the "auto-filling addresses" functionality more intuitive
  • Only valid Zip-Code.com zip codes are accepted in the address Zip Code fields
  • Only valid Zip-Code.com cities are accepted in the address City fields
  • The City field is now a controlled selection box instead of an open input box
  • The County selection box no longer displays the county code
  • County names in Settings > Business Locations match Zip-Code.com exactly

Click the link below to view the full address entry article on the BriteWiki:
Entering Addresses in BriteCore and BriteQuote

May 9, 2013

New! Category Type > Zip Code

1. Add Category.
2. Select Zip Code.
3. The Options table auto-populates.

We've added a new category type to Lines called Zip Code that eliminates the double-entry of zip codes between the Property and Builder screens in BriteCore. When this new category type is in effect, the system will automatically sync the zip code entered on the Property > Risk Address to all zip code categories in Builder during the policy entry process.

The new Category Type > Zip Code is found in Lines > Policy Type > Line Item > Rating > Categories > Category Type > Zip Code. If you want to sync zip codes across categories in Builder, you'll need to first set up this category type under all applicable Line Items in all applicable Lines of Business.

Setting Up the Category Type > Zip Code

Since this is a Lines feature, we highly recommend you contact IWS to set up this functionality in BriteCore. However, if you'd like to set this up yourself, follow the instructions below. They explain how to set this category type up in Lines and how to review and edit your Business Locations in order to restrict certain zip codes/counties from selection in Policies > new policy > Property tab > Risk Address.

Set Up the Category Type In Lines:

  1. Create a New Lines Effective Date.
  2. Add the Zip Code category to all applicable Line Items in all applicable Lines of Business.
  3. Attach rates to your zip codes (e.g., flat rate, rate per, etc) under all applicable Line Items.
  4. Save your work.

Update Settings > Business Locations:
Review the data entered in BriteCore > Settings > Business Locations to ensure the counties listed are accurate. The system will prevent users from adding zip codes to the Property > Risk Address that are either invalid or are associated with a county that's restricted (not listed) in your Business Locations. Please review your Business Locations to ensure:

  1. The data you've entered is valid (must match Zip-Code.com exactly).
  2. Your company still does business in the counties you've listed.
  3. Save any changes you make to Settings > Business Locations.

Using the Category Type

Once you've set up the zip code category type in Lines, BriteCore will automatically sync zip codes across all available zip code categories in Builder. All you have to do is add the zip code to the "Risk Address" section during the policy entry process. Note: If the Risk Address is the same as the Insured Address, then you can click the blue Copy from Named Insured link, and the zip code will be auto-filled on the Property screen as well.

Property Risk Address Zip2.png

When you navigate to the Builder screen, you'll notice all line items containing the category type of zip code will be auto-populated with the same zip code you entered (or copied) on the Property screen. These synced categories will also be locked from selection and grayed out in Builder.

Zip Code in Builder2.png

Zip Code and County Warning Message

If you type an invalid zip code into the Zip Code address field or if you type in a zip code that's associated with a County that has been restricted (not defined in Settings > Business Locations), then BriteCore will issue a warning message that states, "The zip code you entered is either invalid or associated with a restricted county in Settings > Business Locations."

Warning Message for Zip Code.png

May 8, 2013

Endorsement Wizard - Release DELAYED on Wednesday, May 8, 2013

BriteCore's Endorsement Wizard was scheduled to be released live tonight, May 8th, and available in sites tomorrow, May 9th. However, this release has been delayed due to the need for further testing. IWS will continue to work on this change request until all tests pass. Thank you for your patience as we continue to refine the release. We'll keep you updated on our progress, and we expect for the Endorsement Wizard to go out soon.

May 7, 2013

Carry Balance Forward Option –– Hard Error (Fixed)

When the new Carry Balance Forward option was released in BriteCore, the system regenerated deliverables on all debited Account History rows whose dates were modified during the payment distribution process (including the Initial Bill and Non-Pay debit rows). This led to additional copies of the Notice of Cancellation for Non-Payment and Premium being printed.

We've since changed this behavior so that only future invoices are automatically regenerated and printed (print state = 'TBD') when the Carry Balance Forward distribution option is selected. This change in behavior has also been applied to the global Edit Due and Cancel Date functionality. Starting tomorrow, if you'd like to obtain a new copy of a pre-existing deliverable whose bill date is in the past, you'll need to manually edit & reprint that deliverable in BriteCore.

May 3, 2013

Endorsement Wizard - Release DELAYED on Wednesday, May 8, 2013

BriteCore's Endorsement Wizard was scheduled to be released live tonight, May 8th, and available in sites tomorrow, May 9th. However, this release has been delayed due to the need for further testing. IWS will continue to work on this change request until all tests pass. Thank you for your patience as we continue to refine the release. We'll keep you updated on our progress, and we expect for the Endorsement Wizard to go out soon.

Click Here to Print PDF Instructions for Your Staff
We've created concise pdf instructions on how to Process Policy Endorsements in BriteCore. Click the link above to download and print these instructions for your staff, or feel free to use them as a template to create your own messaging.

New Standardized Endorsement Process

We've recently created a standardized endorsement process that allows users to skip BriteCore's accounting logic when non-premium-bearing endorsement are made to policies. This new process prevents the system from unnecessarily recalculating and regenerating invoices when a user makes a change to a policy that does not affect the policy's coverages, rating information, or previously selected bill whom.

In order to implement this functionality in BriteCore, we added a new button labeled Policy Endorsement to the policy action ribbon. This button is located directly underneath the policy's Additional Description box and should be used any time a change needs to be made to a committed policy, regardless of the change type (premium-bearing or non premium-bearing). View the example screen shot of the Policy Endorsement button shown below.

Policy Endorsement Icon.png

When clicked, the Policy Endorsement button activates BriteCore's three-step Endorsement Wizard. This wizard prompts and requires users to select an endorsement type, add an effective date, and confirm selections prior to making a new change. The Endorsement Wizard requires such input because the system behaves differently now when users make premium-bearing versus non premium-bearing changes.

For example, if the policy endorsement is considered premium-bearing, BriteCore recalculates and regenerates installment invoices based on that change. However, if the policy endorsement is non premium-bearing, then BriteCore's accounting logic is skipped altogether, and users are allowed to make policy changes (that do not affect the policy's premium, rating, or bill whom) without having to recalculate and regenerate the installment invoices.

Endorsement Wizard

Regardless of the endorsement type––premium-bearing or non premium-bearing––you'll need to follow the step-by-step instructions listed in the Endorsement Wizard pop-up any time you make changes to your committed policies. The instructions below explain how to make an endorsement using BriteCore's new Endorsement Wizard.

  1. Go to BriteCore > Policies > Individual Policy > Action Ribbon.
  2. Click on the green button labeled Policy Endorsement. This triggers BriteCore's Endorsement Wizard pop-up.
  3. Follow the step-by-step instructions listed inside the Endorsement Wizard pop-up.
    1. Select an Endorsement Type and click Next.
    2. Add an Effective Date and click Next.
    3. Review your selections.
  4. If your selected options appear correct, click Make Endorsement.

Once the Endorsement Wizard is completed, a new revision will be created and loaded on your screen. You'll then be able to make changes to your policy and commit it when ready. Note that if you select the option "No, I am not changing coverages, rating information, or changing the bill whom" as the Endorsement Type during Step 1 of the Endorsement Wizard, certain elements of the policy will be restricted and therefore grayed out in BriteCore. This prevents you from making changes to the policy that will affect the policy's premium, rating, or bill whom. In order to make such changes to your policies, please select "Yes, I am making a change that will affect premium or change the bill whom" during Step 1 of the Endorsement Wizard.

When you commit the policy's Endorsement Revision, a Commit Revision review screen will appear showing you the premium and fee difference between the endorsement revision and the prior revision. You'll also be able to review the system-generated note summaries regarding the change. View the example screen shot below to see the Commit Revision screen in detail. Note that this is an example of what the Commit Revision screen would look like for a premium-bearing endorsement.

Commit Revision Review Screen.png

Additional Notes

  • If a user starts to make an endorsement and completes the three steps inside the Endorsement Wizard but does not commit the endorsement revision, the revision will remain in BriteCore as a 'pending' revision. Users can exit and come back to pending revisions without having to re-start the Endorsement Wizard. The policy will stay in this state until the endorsement is committed or deleted.
  • Actions cannot be completed on the policy's Accounts Receivable screen if the policy is in "Non-Premium-Bearing Endorsement" mode. You'll need to either delete or commit the pending endorsement in order to perform any actions that require the use of policy's AR screen.
  • If an uncommitted revision exists on the policy, you'll need to commit or delete the revision before processing the endorsement. Use the revision arrows in BriteCore to find the uncommitted revision and then delete or commit.
  • We recommend that you do not make a change if a policy is in Cancellation Pending. If you encounter an unnecessary Cancellation Pending revision, you should click the 'Reinstate' button to get the policy status back to Active before making a policy change.
  • Once the endorsement revision has been committed, you can view the changes in Notes view by going to Policies > Individual Policy > Notes. View the example Notes version below where they system auto-generated notes when a premium-bearing change was made mid-term on a policy.

Notes View for Endorsement Change.png

Related Links

May 1, 2013

BriteCore Spring Cleaning

Advancements to BriteCore's accounting logic and the increased robustness of the data warehouse have rendered several items in BriteCore obsolete. These items have been confirmed as no longer in use and have been removed from the interface:

  • Reinstatement & Cancellation Billing Statements
  • Policy Hold Release Administrative Alert
  • Annual Statement Lines section in Settings
  • Print invoice at Cancellation setting in the Policy Lifecycle
  • Billing Schedules - Good Standing & Rounding Sections
  • Three 'Coming Soon' Reports
  • Agent Experience Report (replaced by DW version)
  • Coal Mine Subsidence (replaced by DW version)

May 1, 2013

Data Integrity Project

As part of our continual efforts to increase accuracy and the integrity of system data, we've implemented thirteen new automated queries to help us track and correct data issues caused by entry errors, system defects, and old data. The goal of this project is to reduce client support requests, allowing you and our client services team to operate more efficiently.

Below are summaries of the data integrity queries we're running nightly in the cron to promptly and proactively identify and update data discrepancies in your system:

  1. Checks for duplicate policies
  2. Checks for incorrect Bill Whom for policies escrow billed
  3. Confirms active policies have a Bill Whom or Bill How
  4. Finds policies that should have gone into non-pay but did not
  5. Checks for revision date accuracy
  6. Checks for rate chains that contain a non vendor-supported character
  7. Checks for policies missing a county
  8. Checks for duplicate invoices
  9. Checks for missing policy terms
  10. Checks for missing invoices
  11. Confirms all note alerts have been sent
  12. Finds line items with conflicting settings
  13. Checks to make sure inflation guard is set with the correct percentage