This table holds insurance coverages linked to Companies, Company Documents, and Contracts. Each record in the table represents one insurance coverage type linked to a unique vendor company and vendor Company Document, but may be linked to one or more contracts.
Although Insurance coverages can be used as a separate table, we recommend that they be used in conjunction with the Company Documents table, which is part of the Vendor Portal. Whether or not it is the vendor who uploads the insurance certificate, this gives several advantages.
- Only one file needs to be uploaded to the Company Document, and it can then be displayed (as a linked file) within each of the individual coverages, which may have separate expiration dates.
- When several coverages have the same expiration date and are linked to the same company document, the system can send just one email to the vendor asking them to upload a new insurance certificate.
New coverages will typically be created as follows:
- From a Company Document record - see Company Documents Table for more details.
- From a particular Contract record, using the Create New Company Document button on the Attachments tab
New Insurance Coverages are created with a default Status of Valid. They may also have a Status of Expired or Contract Inactive. The Expiration Date and Main Contact are required fields. The Main Contact is the person at the vendor company from whom a replacement certificate can be requested. You can customize the Type of Coverage choice list as needed; the default options include Auto, Worker's Comp, Excess Liability, General Liability, etc.
Insurance coverages are typically created from a company document. If an insurance certificate was created in a company document, the Company Document section will show information about that record.
Insurance coverages are linked to vendor companies in the Company table. Once you add an insurance coverage to a vendor record, it can be linked to any contracts with that vendor.
Insurance coverage records contain information about related contracts for reference, held in the Contracts field. A time based rule, disabled by default, is designed to update the Contracts linked field with all contracts for that vendor that are currently pending or active. As a result, insurance coverages are automatically displayed within those contracts.
An Insurance Certificate Owner is defined in the company record just above the Insurance Coverages related table. The Insurance Certificate Owner is notified fourteen days before one or more certificates is due to expire.
When the Expiration Date arrives, the record's Status is updated in one of two ways:
- If any of the associated contracts has a Status of Active, the system sets the certificate's Status to Expired and an email notification is sent to all the Contract Owners about the expired insurance certificate.
- If none of the related contracts is Active, the system sets the certificate's Status to Contract Inactive.
Insurance Certificate records are owned by their creator. Specifically, an Insurance Certificate record is owned by the user whose Login matches the Creator Login field.
The Insurance Certificates table contains a rule that can be turned on to send notifications if a coverage expires. But you may want to use rules on the Company Documents table instead, as they avoid sending duplicate emails for multiple certificates with the same expiration date.