Policy Documents

Equinox Policy Documents are an integral part of the Policy Record and include both agent-uploaded documents and those generated programmatically by the Equinox system. They are essential for ensuring policy accuracy, transparency, and compliance.

Agent-Uploaded Documents

• Supporting materials provided by agents, such as signed applications, proof of prior coverage, or inspection reports.
• These documents are manually uploaded through the Agent Portal and linked to the respective policy.

System-Generated Documents

• Documents automatically created by Equinox systems during the policy lifecycle. Examples include:
  • Declarations pages
  • Policy contracts
  • Billing statements
  • Endorsement notices
• These documents reflect real-time updates and changes to the policy.

How Documents Are Organized

Document Categories

• Uploaded and system-generated documents are categorized for easy navigation:
  • Application Documents: Includes forms, questionnaires, and supporting evidence.
  • Policy Changes: Contains endorsements, corrections, and coverage adjustments.
  • Billing Records: Tracks invoices, payment receipts, and billing notices.
  • Renewal Documents: Includes renewal offers and revised declarations.

Access Levels

• Documents are accessible to authorized users based on their role:
  • Agents: Full access to all uploaded and system-generated documents.
  • Policyholders: Limited access via the Customer Portal to view key documents such as declarations and billing statements.

Accessing and Managing Policy Documents

Uploading Documents

• Agents can upload documents directly to a policy through the Agent Portal:
  • Navigate to the specific policy.
  • Select "Upload Document" and specify the category and description.
• Supported file formats include PDF, JPEG, and PNG.

Viewing Documents

• Both agents and policyholders can view documents via their respective portals:
  • Agent Portal: Offers full access to the document archive.
  • Customer Portal: Provides policyholders with access to key documents.

Editing Document Metadata

• Agents can update metadata (e.g., document type, description) for uploaded files to ensure proper classification.

Requesting System-Generated Documents

• If a document is missing or needs to be regenerated (e.g., an updated declarations page), agents can use the "Request Document" feature in the portal.