Insurance Certificates Table
This table holds insurance certificates linked as attachments to Companies and Contracts. Each record in the table represents one insurance certificate linked to a unique vendor company, but may be linked to one or more contracts.
Use Case
Insurance certificates can be created in one of three ways:
- From a Company record, using the related table on the Related Records tab (preferred)
- From a particular Contract record, using the related table on the Attachments tab
- From the Insurance Certificate table action bar
New Insurance Certificates 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 Certificate choice list as needed; the default options include Auto, Worker's Comp, Excess Liability, General Liability, etc.
Insurance certificates are primarily linked to vendor companies in the Company table. Once you add an insurance certificate to a vendor record, it can be linked to any contracts with that vendor.
Insurance certificate 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 certificates are automatically displayed within those contracts.
An Insurance Certificate Owner is defined in the company record just above the Insurance Certificates 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 certificate's Status is updated in one of two ways:
- If any of the associated contracts have a Status of Active, the system updates 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 are Active, the system updates the certificate's Status to Contract Inactive.
Ownership
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.
Automation
The Insurance Certificates table has the following rules set up. A rule running on the Company table sends notifications about upcoming expiring certificates.
TB: Update Contracts (daily) (disabled)
Purpose: This rule updates the linked field of Contracts to find all contracts related to the insurance certificate.
Runs: Daily at 1:00 AM
Search Filter: R: Status is Valid
Priority: 0
Action:
U: Set Default Contracts
Updated Field: Contracts
Updated Value: Use the Insurance Certificate to Contract: Status is greater than or equal to Active and Company matches search, and choose all records.
TB: Handle Insurance Certificate Expiration (disabled)
Purpose: This rule checks for expired insurance certificates and then updates the certificate's Status. If the related contract is still valid, the Contract Owner is notified of the expired certificate.
Runs: Every two days at 1:30 AM
Search Filter: Valid Certificates expiring TODAY
Priority: 1
Action:
I: Handles Certs Expiring TODAY
Ownership
Records in this table are owned by the creator of the certificate. Specifically, a record is owned by the user whose Login matches the login in the Creator Login field.