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Although Insurance Coverage records can be viewed, edited, or created in a separate table in the left pane under Contract Management, we recommend to only create new Insurance Coverage records within the Company Documents or Contracts records, which are part of the Vendor Supplier Portal. New Coverage records are typically created as follows:
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Insurance Coverage records are often linked to Vendor Supplier Company records in the Company table. Once an Insurance Coverage is added to a Vendor Supplier record, that particular Insurance Coverage can be linked to any other Contract records for that Vendor Supplier by selecting them from the Contract Details section. Creating Insurance Coverage records directly from the Company Document and Contract tables can be advantageous because:
- They can be displayed as a linked file within individual Coverage records, which may have separate expiration dates.
- When several Coverage records have the same expiration date and are linked to the same Company Document record, the system can send an email to the vendor supplier asking them to upload a new insurance certificate.
New Insurance Coverage records are created with a default Status of Valid, and can be set to either Expired or Contract Inactive. The Expiration Date and Main Contact are required fields. The Main Contact is the person at the vendor supplier company from whom a replacement certificate can be requested. You can select Type of Coverage as well, and customize the choice list that appears in the drop-down list as needed. The options in the Standard System Demo include:
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A time based rule is designed to update the Contracts linked field with each Contract record for vendors suppliers that currently have a Status of Pending or Active. Insurance coverages are then automatically displayed within those Contract records. This rule is disabled by default in the Standard System Demo.
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