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Genoa
User Guide
Assured
4.2 Genoa User Guide Assured
i Table of Contents
Table of Contents
Table of Contents .............................................................................................................................................................................................................. i
Assured .............................................................................................................................................................................................................................. 3
Managing an Assured Company ................................................................................................................................................................................... 3
Searching for an Assured Company ......................................................................................................................................................................... 3
Creating an Assured Company .................................................................................................................................................................................. 5
Creating a new Assured Organization ...................................................................................................... 5
Creating an Assured Subsidiary ................................................................................................................ 6
Creating an Assured Company .................................................................................................................. 8
Modifying an Assured Company .............................................................................................................................................................................. 10
Modify the Assured’s Owner Company .................................................................................................................................................................. 11
Modify the Assured’s Parent Company .................................................................................................................................................................. 12
Deleting an Assured Company ................................................................................................................................................................................ 14
Deactivating an Assured Company ......................................................................................................................................................................... 14
Managing the Company Hierarchy .......................................................................................................................................................................... 15
Adding a Subsidiary ................................................................................................................................... 16
Managing the Assured Company’s Employees..................................................................................................................................................... 16
Viewing the Assured Company’s Employees ........................................................................................................................................................ 16
Managing the Assured Company’s Additional Named Assureds ....................................................................................................................... 17
Searching for a Named Assured.............................................................................................................. 17
Viewing the Assured Company’s Named Assureds ............................................................................. 19
Adding a Named Assured Company ....................................................................................................... 20
Modifying a Named Assured Company .................................................................................................. 21
Deleting a Named Assured Company..................................................................................................... 22
4.2 Genoa User Guide Assured
ii Table of Contents
Deactivating a Named Assured Company ............................................................................................. 22
Managing the Assured Company’s Policy Associations ...................................................................................................................................... 23
Viewing the Assured Company’s Policy Associations .......................................................................... 24
Adding the Assured Company to a Policy .............................................................................................. 25
Configuring a Primary Assured, Named Assured and Bill to Party .................................................... 26
Modifying the Assured’s Policy Association Details ............................................................................. 28
Modifying the Assured’s Bill to Party ....................................................................................................... 29
Deleting a Policy Association (Deleting the Assured from a Policy) .................................................. 30
Assigning Security Roles to a Policy Participant ................................................................................... 31
Viewing the Assigned, Individual Security Rights ................................................................................. 34
About (Company) Security Roles ............................................................................................................ 35
Managing an Assured Employee ................................................................................................................................................................................. 36
Searching for an Assured Employee....................................................................................................................................................................... 36
Adding an Assured Employee .................................................................................................................................................................................. 38
Assigning Security Roles to an Employee ............................................................................................. 39
Copying an employee ................................................................................................................................ 42
Modifying an Assured Employee ............................................................................................................................................................................. 43
Modifying an Employee's Company ........................................................................................................................................................................ 44
Emailing an Assured Employee's Password.......................................................................................................................................................... 46
For One Employee ..................................................................................................................................... 46
For Many Employees at Once.................................................................................................................. 46
Deleting an Assured Employee................................................................................................................................................................................ 47
Deactivating an Assured Employee ........................................................................................................................................................................ 47
Viewing the Employee’s Accepted Terms of Use ................................................................................................................................................. 48
4.2 Genoa User Guide Assured
3 Assured
Assured
Use this section to create each assured organization you will associate to the policies managed in the system. Ma intain company
details and employee information via these screens. This can include the ability to assign or modify employee security roles, deactivate
accounts, revoke user suspensions, reset passwords and create new employees.
Managing an Assured Company
Searching for an Assured Company
Locate individual companies to manage.
Why would I search for an Assured Company?
To view or modify the details of a company, its subsidiaries or its employees
Before Getting Started
You are assigned the View Assureds security right
You are logged in as an employee of the licensee organization that owns the assured company you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured company and the assured is
associated to a policy you have the View Assured right to.
You have access to at least one assured company in the system
Steps
1. Select Assured from the main menu. The system displays the Assured module’s Employee Search screen.
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4 Managing an Assured Company
2. Click the Company Search tab. The system displays the Company Search screen.
3. Specify a value in either the Company Name and/or Policy field to narrow your search.
Note: For each search parameter, if you enter:
1 to 3 characters, the system returns assured companies with values starting with the entered string
4 or more characters, the system returns assured companies with values containing the entered string
4. Optionally modify any other search criteria.
5. Click [Search]. The system searches for the assured company records within your scope that match all of the search parameters
you entered and displays a list of companies.
6. Click the Company Name hyperlink of the company you wish to view or manage, or refine your query criteria to search again, if
the results do not include the company you were looking for.
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Tip: You can easily access and view employee details for a specific employee by clicking on the hyperlink in the
Number of Employees column for any available licensee company included the Company Search Results.
Result
The system displays the selected company’s Assured Company screen
You can navigate through the company and associated employee screens as required
Creating an Assured Company
Each assured organization is built in a hierarchy, with one head office which can support a series of subsidiary companies as required,
which can have subsidiaries of their own.
Creating a new Assured Organization
Why would I create a new assured organization ?
To build out the organizational hierarchy within the application so it reflects the existing branches, offices and employees
using the system
To ensure policies, premium activities and claims can be associated to, visible to and modified by the appropriate assured
companies and their employees as required
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Before Getting Started
You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that will own the assured company; you cannot create an
assured company if you do not belong to a licensee organization.
Steps
1. Select Assured from the main menu. The system displays the Employee Search screen.
2. Click the Company Search tab. The system displays the Company Search screen.
3. Click [Create]. The system displays the Assured Company screen. Ensure the ‘Create a new Organization’ option is selected.
4. Select the Owner Company. The Owner Company will determine which companies and users will have scope to this assured
organization in the system.
5. Continue completing the steps for Creating an Assured Company.
Creating an Assured Subsidiary
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Why would I create an assured subsidiary?
To build out the organizational hierarchy within the application so it reflects the existing branches, offices and employees
using the system
To ensure policies, premium activities and claims can be owned by, visible to and managed by the appropriate offices and
employees
Before Getting Started
You are assigned the Manage Licensee Company security right
You are logged in as an employee of the licensee organization that will own the assured company; you cannot create an
assured company if you do not belong to a licensee organization.
There is a headquarter company already created
Steps
1. Select Assured from the main menu. The system displays the Employee Search screen.
2. Click the Company Search tab. The system displays the Company Search screen.
a) Click:[Create]. The system displays the Assured Company screen.
b) Select the ‘Create a Subsidiary Company’ option.
c) Select the Parent Company. The parent company is an existing office the new subsidiary will be directly below in the
assured organization’s hierarchy.
.
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OR
a) Search for the assured company the new subsidiary belongs to.
b) Click the Company Hierarchy side menu option. The system displays the Company Hierarchy screen.
c) Check the box beside the company under which you are to add the new subsidiary company.
d) Click [Create Subsidiary]. The system displays the Assured Company screen with the Parent Company field prefilled
with the name of the company you selected from the Company Hierarchy screen.
3. Continue completing the steps for Creating an Assured Company.
Creating an Assured Company
Steps
1. Create:
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a) A new Assured Organization
OR,
b) An Assured Subsidiary
2. Enter the assured’s Company Name.
Tip: Enter a unique name. Consider including full address details as part of the name since it makes it easier to
identify the company elsewhere in the system such as when viewing the assured’s hierarchy, certificates, reports,
etc.
3. Complete, at minimum, all of the required fields.
Configuring Notification for Suspended Accounts
When a user has a certain number of failed login attempts the system suspends the user’s account. This means the employee
cannot log in to the system. In the Suspended Notification Email field (in the Contact Details section), enter an email address for
the user who will be notified about suspended employee accounts.
Selecting a Correspondence Language for System Notifications
Select the language to use when the system generates notifications to the company’s contacts. Depending on the type of
notification (shipment vs. policy for example) the system looks for different companies’ settings. For example, when generating a
shipment email, the system considers (the company of) the employee who booked the shipment. The system will use the
correspondence language selected for that employee’s company. If that company does not have a correspondence language
specified, the system uses the associated licensee’s default email template. If there is no licensee default email template the
system will use the system’s default template, which is in English.
If the employee’s company specified a Correspondence Language but the associated licensee company does not have an email
template defined for the specified Correspondence Language, the system will use the licensee’s default template; if there is no
default template for the licensee, the system will use the system’s default template, which is in English.
Defining a Default Clientside Website (when there are Multiple Websites)
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10 Managing an Assured Company
Use this field if your organization owns more than one client side portal. The value entered in this field indicates which client side
website URL the assured company’s employees should log into. Setting this up properly ensures that when trying to issue
passwords to employees from different companies, which have access to different client side websites, the system can send all
emails at once with the appropriate clientside link included.
Note: Each licensee has a default client website configured in the database; if a company does not have the
Default Clientside Website field filled in, their employees will be directed to the default client side website
configured per licensee.
4. Click [Save].
Result
The system confirms the company has been added and populates the company header with the company name
The system enables the assured company (and employee related) side menu options so you can manage other details for
the newly created company
Modifying an Assured Company
Why would I modify an assured company?
The company information has changed.
Before Getting Started
You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage; you cannot
manage company details if you do not belong to the licensee owner organization.
There is at least one assured company already created
Steps
1. Search for the assured company you wish to modify
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11 Managing an Assured Company
2. Modify the values for any field as required.
3. Click [Save].
Result
The system saves your changes.
Modify the Assured’s Owner Company
Why would I modify the assured’s owner company?
A different office in your organization will now be managing the associated policy/assured’s business
If you need the assured to be available to multiple policies which are owned by different offices in your (licensee)
organization, without duplicating the assured company/its users in the system (This is not a common scenario). You would
modify the assured’s owner company so it is a company that is “higher up” in the (licensee) organization. You would check off
the assured company’s Shared field so the assured is then available to both subsidiary policy owners.
Tip: Ideally the assured organization should be owned by the same licensee office that owns the policies the
assured is associated to.
Before Getting Started
You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage; you cannot
manage company details if you do not belong to the licensee owner organization.
There is at least one assured company already created
There is more than one office in your (licensee) organization already set up in the system
You searched for an assured company.
Steps
1. Click the Advanced Management tab from the Assured Company screen. The system displays the Advanced Management
screen.
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12 Managing an Assured Company
2. Select a New Owner Company value in the Modify Assured Owner Company section.
3. Click [Save].
Result
The system saves your changes.
The selected assured company now has a different licensee owner company.
Modify the Assured’s Parent Company
Why would I modify the assured’s parent company?
To correct a data entry error
There are organizational changes such that the assured company should now be under a different parent company within its
existing organization
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13 Managing an Assured Company
Two separate assured organizations may merge and there is a need to move some assured companies to be subsidiaries
under existing assured companies in the other organization.
Before Getting Started
You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage; you cannot
manage company details if you do not belong to the licensee owner organization.
There is at least one assured company already created
You search for an assured company
Steps
1. Click the Advanced Management tab from the Assured Company screen. The system displays the Advanced Management
screen.
2. Select a New Parent Company value in the Modify Assured Parent Company section.
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14 Managing an Assured Company
3. Click [Save].
Result
The system saves your changes.
The selected assured company now has a different parent company. Depending on the selected value, the assured company
may now belong to a different assured organization.
Deleting an Assured Company
See Deactivating an Assured Company.
Deactivating an Assured Company
Why would I deactivate an assured company?
The company is no longer valid; the company has closed or been sold and is no longer a part of the existing organization
Before Getting Started
You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage; you cannot
manage company details if you do not belong to the licensee owner organization.
There is at least one assured company already created
You deactivate any subsidiaries below the company you select to deactivate
You deactivate any employees associated to the company or moved the company’s employees to a different active company
within the organization
Steps
1. Search for the assured company you wish to deactivate.
2. Uncheck the Active field at the bottom of the Assured Company screen.
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15 Managing an Assured Company
3. Click [Save].
Result
The assured company’s status is updated to ‘inactive’
The company is no longer available for selection when creating new transactions in the system (for example when
associating an assured to a policy).
Important: When you deactivate a company the system does not automatically deactivate its employees. If you
no longer want the users to log into the system you will need to manually update the status of each employee
associated to the deactivated company.
Managing the Company Hierarchy
Why would I manage the company hierarchy?
To ensure the company’s organizational structure is set up accurately, reflecting the various offices and branches of the
organization.
To be able to create the system users under the necessary companies so data is managed in the system based on the
appropriate scope.
Before Getting Started
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You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage; you cannot
manage company details if you do not belong to the licensee owner organization.
You have already searched for an assured company
There is at least a headquarter assured company already created
Steps
1. Click Company Hierarchy using the left side menu.
Results
The system displays the company hierarchy showing all available offices within the organizational structure
You can add a subsidiary as required
You can click the company hyperlink where applicable to view or modify a company you have the right to manage.
Adding a Subsidiary
See Creating an Assured Subsidiary.
Managing the Assured Company’s Employees
See Managing an Assured Employee.
Viewing the Assured Company’s Employees
Why would I view the assured company’s employees?
To find a specific employee you wish to view, modify or manage
To validate the list of available employees set up as system users for a particular assured company
Before Getting Started
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You are assigned the View Assured security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured and the assured is associated to a
policy you have the View Assured right to.
You have already searched for an assured company
Steps
1. Click Employees in the left side menu.
Result
The system displays the list of employees associated to the enabled company
Click the View Details hyperlink to view the details of any particular employee
Managing the Assured Company’s Additional Named Assureds
Searching for a Named Assured
Why would I search for a Named Assured?
To view or modify the details of a company.
Before Getting Started
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You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the associated assured you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured and the assured is associated to a
policy you have the View Assured right to
Steps
1. Select Assured from the main menu. The system displays the Assured module’s Employee Search screen.
2. Click the Named Assured Search tab. The system displays the Named Assured Search screen.
3. Specify a value in one of the search criteria to narrow your search.
Note: For each search parameter, if you enter:
1 to 3 characters, the system returns assured companies with values starting with the entered string
4 or more characters, the system returns assured companies with values containing the entered string
4. Optionally modify any other search criteria.
5. Click [Search]. The system searches for the named assured company records within your scope that match all of the search
parameters you entered and displays a list of companies.
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19 Managing an Assured Company
6. Click the Company Name hyperlink of the company you wish to view or manage, or refine your query criteria to search again, if
the results do not include the company you were looking for.
Tip: You can easily access and view employee details for a specific employee by clicking on the hyperlink in the
Number of Employees column for any available licensee company included the Company List.
Result
The system displays the selected company’s Named Assured screen
Viewing the Assured Company’s Named Assureds
Why would I view the assured company’s named assureds?
To find a specific named assured you wish to view, modify or manage
To validate the list of named assureds available in the system for a particular assured company
Before Getting Started
You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the associated assured you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured and the assured owner is
associated to a policy you have the View Assured right to
You already searched for an assured company.
Steps
1. Click Named Assureds in the left side menu.
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20 Managing an Assured Company
Result
The system displays the list of named assureds associated to the enabled company
Click the View Details hyperlink to view the details of a particular named assured
Adding a Named Assured Company
Why would I add a named assured company?
To ensure the appropriate party is referenced on a certificate of insurance
To define the appropriate beneficiary of insurance in case of claim
Before Getting Started
You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured and the assured is associated to a
policy you have the View Assured right to
You have already searched for an assured company for which you want to create an additional named assured
Steps
1. Click Named Assureds in the left side menu. The system displays the named assureds already associated to the selected
company.
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21 Managing an Assured Company
2. Click [Add]. The system displays the Named Assured form.
3. Enter the Named Assured Name.
Tip: Enter a unique name. Consider including full address details as part of the name since it makes it easier to
identify the company elsewhere in the system.
4. Complete at minimum, all required fields.
5. Click [Save].
Result
The system confirms the company has been added
The assured’s list of named assureds is updated with the newest named assured
Modifying a Named Assured Company
Why would I modify a named assured company?
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22 Managing an Assured Company
The company information has changed.
Before Getting Started
You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured and the assured is associated to a
policy you have the View Assured right to
You have already searched for an assured company that owns the named assured you wish to modify
Steps
1. Click Named Assureds in the left side menu. The system displays the named assureds associated to the enabled company.
2. Click the View Details hyperlink for the named assured you wish to modify. The system displays the Named Assured screen.
3. Modify the values for any field as required.
4. Click [Save].
Result
The system saves your changes.
Deleting a Named Assured Company
See Deactivating a Named Assured Company.
Deactivating a Named Assured Company
Why would I deactivate a named assured company?
The company will no longer be a beneficiary of the insurance policy.
Before Getting Started
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23 Managing an Assured Company
You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured and the assured is associated to a
policy you have the View Assured right to
You have already searched for an assured company that owns the named assured you wish to deactivate
Steps
1. Click Named Assureds in the left side menu. The system displays the named assureds associated to the enabled company.
2. Click the View Details hyperlink for the named assured you wish to deactivate. The system displays the Named Assured
screen.
3. Uncheck the Active field at the bottom of the Named Assured screen.
4. Click [Save].
Result
The named assured company’s status is updated to ‘inactive’
The company is no longer available for selection when entering a new shipment into the system
Managing the Assured Company’s Policy Associations
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24 Managing an Assured Company
The policy associations reflect each policy the selected assured company is insured under.
Viewing the Assured Company’s Policy Associations
Why would I view the assured company’s Policy Associations?
To quickly see which policies the selected company is associated to
To have a quick way to access, view and possibly modify the policy details of the policies the selected company is associated
to (assuming the appropriate security rights are assigned)
Before Getting Started
You are assigned the Manage Assured security right
You are assigned the View Policy security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured and the assured is associated to a
policy you have the View Assured right to
You have already searched for an assured company
Steps
1. Click Policy Associations in the left side menu.
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Result
The system displays the list of policies the company is associated to
With the View Policy right, click the hyperlink in the Policy Name column to navigate to the Policy Setup screens for the
selected policy
You can add the assured to a new policy or modify the assured’s policy settings for any existing policy association.
Adding the Assured Company to a Policy
Why would I add the assured company to a policy?
So the assured can use the system to enter or report on policy activity
So the appropriate companies can be referenced on certificates of insurance,
Before Getting Started
You are assigned the View Assured security right
You are assigned the Edit Policy security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
You have already searched for an assured company
Steps
1. Click Policy Associations in the left side menu. The system displays the Policy Associations screen for the selected assured.
2. Click [Add]. The system opens the Policy Association modal window.
3. Select the Policy you wish to associate the assured to.
4. Optionally click ‘Associate assured to subsequent policy records’ if you want to ensure the assured company is added to any
subsequent endorsements or renewals that exist in the system for this policy.
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26 Managing an Assured Company
5. Complete additional details as required. To configure the assured as a primary assured, a named assured or as a bill to party,
refer to Configuring a Primary Assured, Named Assured and Bill to Party. To assign the assured a security role, refer to
Assigning Security Roles to a Policy Participant.
6. Click [Save and New] if you wish to add the assured to more policies without returning to the Policy Association list, [Save and
Close] if you are done associating the assured to policies or [Close] to return to the Policy Associations list without saving the
assured.
Result
The system saves your changes.
Configuring a Primary Assured, Named Assured and Bill to Party
Why would I configure a primary assured, Named Assured and Bill to Party?
To book a shipment in the system every policy must have a primary assured, bill to party and named assured
Before Getting Started
You are assigned the View Assured security right
You are assigned the Edit Policy security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
You are adding an assured to a policy or modifying an assured’s policy details
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Steps
1. Click Policy Associations in the left side menu.
2. Click the View Details hyperlink for the assured you wish to update OR while adding an assured to the policy perform the
following steps:
o Check the Primary Assured checkbox if you want to set the assured company as a primary assured for the policy
o Check the Include as Named Assured checkbox if you want to make the assured a Named Assured for the policy
o For the Bill to Party (Shipment) and/or Bill to Party (Storage) fields, select ‘This Assured Company’ if you want to set the
selected assured as a bill to party
3. If you define the assured as a bill to party for either shipments or storage (per step above), then you must:
o Select a Premium Currency, or
o Check the Same as Insured Value checkbox,
to determine which currency the system will use when calculating any related premium generated.
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4. Click [Save and New] if you wish to add the assured to another policy without returning to the Policy Associations list, [Save
and Close] if you are done updating the assured’s policy settings or [Close] to return to the Policy Associations list without
saving the changes.
Result
The system saves the assured as a primary assured, a named assured and/or a bill to party for the selected policy.
Modifying the Assured’s Policy Association Details
Why would I modify the assured’s policy association details?
To reflect the assured’s participation in the policy
The assured’s participation in the policy has changed.
Before Getting Started
You are assigned the View Assured security right
You are assigned the Edit Policy security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
You have already searched for an assured company
The assured has at least one existing policy association
Steps
1. Click Policy Associations in the left side menu.
2. From the Policy Associations screen, select the View Details hyperlink for the policy you wish to manage. The system opens
the Policy Associations modal window.
3. Modify the values for any field as required. To configure the assured as a primary assured, a named assured or as a bill to party,
refer to Configuring a Primary Assured, Named Assured and Bill to Party. To assign the assured a security role, refer to
Assigning Security Roles to a Policy Participant.
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4. Click [Save and New] if you wish to add the assured to another policy without returning to the Policy Associations list, [Save
and Close] if you are done updating the policy association details or [Close] to return to the Policy Association list without
saving the changes.
Result
The system saves your changes.
Modifying the Assured’s Bill to Party
Why would I modify assured’s bill to party?
You mistakenly picked the wrong bill to party for the assured
The assured’s bill to party has changed
Before Getting Started
You are assigned the View Assured security right
You are assigned the Edit Policy security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
The assured has at least one existing policy association
You previously configured (at least) one bill to party for the policy
You have already searched for an assured company
Steps
1. Click Policy Associations in the left side menu.
2. From the Policy Associations screen, select the View Details hyperlink for the policy you wish to manage. The system opens
the Policy Associations modal window.
3. Pick a new value for the Bill to Party (Shipment) and Bill to Party (Storage) fields in the Details panel:
o ‘Select During Declaration’ if you want users to select the bill to party when creating the shipments/storage declaration,
or,
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o Pick ‘This Assured Company’ if you want the selected assured to be the bill to party for all of its associated premium
activity
o Pick another available bill to party from the list
4. Modify the Premium Currency or Same as Insured Value fields if necessary.
5. Click [Save and New] if you wish to add the assured to another policy without returning to the Policy Associations list, [Save
and Close] if you are done updating the policy association details or [Close] to return to the Policy Association list without
saving the changes.
Result
The system saves your changes.
Deleting a Policy Association (Deleting the Assured from a Policy)
To delete an association between the assured company and the policy, you must manage it via the Policy Setup module.
Why would I delete a policy association?
The assured is no longer insured under that policy.
Before Getting Started
You are assigned the View Assured security right
You are assigned the Edit Policy security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
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31 Managing an Assured Company
The assured has at least one existing policy association
You have already searched for an assured company
Steps
1. Click Policy Associations in the left side menu.
2. Click the Policy Name hyperlink to access the associated policy you wish to remove the assured from. The system opens the
Profile screen of the associated policy.
3. Navigate to Configuration > Participants > Assureds
4. Click:
a) The checkbox beside the assured you wish to delete from the policy
Or
b) The View Details hyperlink for the assured you wish to remove from the policy. The system opens the Assured modal
window.
5. Click [Delete].
Result
The system removes the assured from the policy (The system deletes the assured’s related policy association.)
Note: Deleting a company from the policy does not delete the company from the system. However, it does remove all
policy access for the employees of the deleted company.
Assigning Security Roles to a Policy Participant
Security roles are company resources configured in the Administration module that can be shared with any company in your
organization. Each role consists of individual security rights that you wish to assign to your users. Follow these instructions to assign
security roles or remove security roles as required.
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Why would I assign security roles to a policy participant?
To determine which features each participant’s employees can use in the system for a given policy. You can limit access to the
system’s modules, screens and fields by managing a company’s security roles for the policy.
Before Getting Started
You are assigned the View Assured security right
You are assigned the Edit Policy security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
You have already searched for an assured company
The company that owns the selected assured must have access to at least one company security role for the participant type
you are managing (as configured in Administration)
Steps
1. Click Policy Associations in the left side menu.
2. Click the View Details hyperlink for the assured you wish to update OR while adding an assured to the policy.
3. Manage the security roles for the participant:
To Add Security Roles to the Participant
Select one or more security roles listed in the Assigned Security Roles, left column, to assign to the participant company by
pulling it over to the right column.
Select one or more items in the Excluded list, and click the right arrow to add them to the Included list
Use the double right arrow to add all items to the Included list (the right column)
Use the up and down arrows to the right of the Included list to change the order of the included items
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33 Managing an Assured Company
To Remove Security Roles from the Participant
In the Security Roles panel of the modal window for the selected participant, select the role or roles you wish to remove from the
right hand column and use the arrows to move them into the left hand column.
Select one or more items in the Included list, and click the left arrow to remove them to the Included list
Use the double left arrow to remove all items from the Included list
Use the up and down arrows to the right of the Included list to change the order of the included items
4. Click [Save].
Result
The system saves the assigned roles for the participant
The system displays a hyperlink which allows you to preview the list of unique security rights you assigned to the participant
based on all the security roles you selected to include
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34 Managing an Assured Company
Viewing the Assigned, Individual Security Rights
Why would I view the assigned, individual security rights?
To verify the specific security rights included in the security roles assigned to each policy participant.
Before Getting Started
There is at least one security role assigned to the participant
You are assigned the View Policy security right
You have selected either a Broker, Insurer or Assured company attached to a policy you have access to
Steps
1. From either the Brokers, Insurers or Assureds screen click the hyperlink in the Security Role column in the grid,
Or,
From either the Broker, Insurer or Assured or Policy Association modal window click the hyperlink labeled ‘Click to view the
individual security right assigned’ in the Security Roles panel
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Result
The system opens the Security Right Preview modal window and displays which individual security rights are assigned or have been
granted as a minimum right for the selected company.
About (Company) Security Roles
Security rights within Genoa are assigned to users of the system as a package, grouped into one or more security roles. These security
roles have to be configured in the Administration module. Every company associated to a policy in the system can be assigned a
company security role. Each security role has a (company) type associated to it, which means you can only assign a security role to
users that belong to the related type of company; i.e. Assured users can only be assigned assured security roles, Licensee users can
only be assigned licensee security roles, etc.
At minimum you should create the following Security Roles to be assigned to the Companies and Employees within your organizat ion:
Licensee Security Role
Proprietary Security Role
Assured Security Role
The rights you grant to the company attached to the policy represent the maximum rights that users from this organization will have for
this policy, which is then further refined by each individual user’s assigned security rights (which are granted via employee security
roles).
Using security roles to manage security rights allows you to:
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36 Managing an Assured Employee
Increase the speed and consistency with which security rights are assigned
Increase your ability to identify which user can perform which actions
The security roles model allows the policy owner company the flexibility to assign varying rights to the same company on a policy by
policy basis, or enforce standard access for all companies of a certain type across all policies.
Managing an Assured Employee
Searching for an Assured Employee
Locate individual employees to manage
Why would I search for an assured employee?
To view or modify the details of an assured employee.
Before Getting Started
You are assigned the View Assured security right
You are logged in as an employee of the licensee organization that owns the assured company of the employee you wish to
manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured company and the assured is
associated to a policy you have the View Assured right to.
There is at least one assured employee associated to one of the assured companies in the organization
You are either a power user, an administrator or a company administrator (but not a system administrator; refer to the User
Type specified in your employee profile)
Steps
1. Select Assured from the main menu. The system displays the Assured module’s Employee Search screen.
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37 Managing an Assured Employee
2. Specify a value in one of the search criteria to narrow your search.
Note: For each search parameter, if you enter:
1 to 3 characters, the system returns assured companies with values starting with the entered string
4 or more characters, the system returns assured companies with values containing the entered string
3. Click [Search]. The system searches for the assured employee records within your scope that match all of the search
parameters you entered and displays a list of employees.
4. Click the Name hyperlink of the employee you wish to view or manage, or refine your query criteria to search again, if the results
do not include the employee you were looking for.
Tip: You can easily access and view the company details for any employee by clicking on the hyperlink in the
Company column for any available employee returned in the search results.
Result
The system displays the selected employee’s Employee Profile screen
You can navigate through the employee and associated company screens as required
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38 Managing an Assured Employee
Tip: Alternatively, from the Company Search screen you can easily access and view employee details by
searching for an assured company and then in the search results, clicking on the hyperlink in the Number of
Employees column for any available company. The system will display the associated Employee List for the
selected company.
Adding an Assured Employee
Why would I add an assured employee?
To create users that belong to the assured organization who can access the system to book and generate certificates of insurance,
report shipment or storage declarations and submit claims as required.
Before Getting Started
You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured and the assured is associated to a
policy you have the View Assured right to
You are either a power user, an administrator or a company administrator (but not a system administrator)
There is at least one existing assured company that you can associate the new employee to
You search for an assured company.
Steps
1. Click Employees in the left side menu. The system displays the Employee List screen.
2. Click [Add]. The system opens the Employee Profile screen.
3. Complete at minimum the required fields.
Select a User Type based on the following:
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39 Managing an Assured Employee
o Private User: Has administrative scope to view and manage only data he creates. He cannot manage other
employees.
o Power User: Has administrative scope to employees and data belonging to only his own company
o Administrator: Has administrative scope to employees and data belonging to his company and his company’s
subsidiary offices
o Company Administrator: Has administrative scope to employees and data belonging to every office in the organization
Specify Employee Preferences accordingly:
4. To assign the employee a security role, refer to Assigning Security Roles to an Employee.
5. Click [Save].
Result
The system adds the employee to the selected assured company.
Assigning Security Roles to an Employee
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40 Managing an Assured Employee
Security roles are company resources configured in the Administration module that can be shared with any company in your
organization. Each role consists of individual security rights that you wish to assign to your users. Follow these instructions to assign
security roles or remove security roles as required.
Why would I assign security roles to an employee?
To determine which features each employee can use in the system. You can limit access to the system’s modules, screens and fields
by managing an employee’s security roles.
Before Getting Started
You are assigned the Manage Assured security right
You access an existing employee or create a new one
You are logged in as an employee of the licensee organization that owns the assured/employee you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured/employee and the assured is
associated to a policy you have the View Assured right to
The company that owns the selected assured must have access to at least one employee security role for the participant type
you are managing (as configured in Administration)
Steps
1. From within a selected company, click Employees from the left side menu to navigate to the Employee List and select a
specific employee from the list of available employees.
Or,
From within a selected company, click Employees from the left side menu to navigate to the Employee List and click [Add] to
create a new employee for the selected company.
Or,
From the Company Search Results screen click the hyperlink in the Number of Employees column to navigate to the
Employee List for the associated company and select a specific employee from the list of available employees.
Or,
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41 Managing an Assured Employee
From the Employee Search screen, click [Search] to find a specific employee and select an employee from the Search Results
list.
2. Manage the security roles for the employee:
To Add Security Roles to the Employee
Select one or more security roles listed in the Assigned Security Roles, left column, to assign to the employee by pulling it over
to the right column.
o Select one or more items in the Excluded list, and click the right arrow to add them to the Included list
o Use the double right arrow to add all items to the Included list (the right column)
o Use the up and down arrows to the right of the Included list to change the order of the included items
To Remove Security Roles from the Employee
Select one or more security roles listed in the Assigned Security Roles right column to remove it from the employee by pulling it
back over to the left column.
o Select one or more items in the Included list, and click the left arrow to move them to the excluded list
o Use the double left arrow to remove all items from the Included list
3. Click [Save].
Result
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The system saves the assigned roles for the employee
The system displays a hyperlink which allows you to preview the list of unique security rights you assigned to the employee
across all the security roles you selected to include.
Copying an employee
Copying an employee means copying the employee’s user type, security roles, as well as the user and status screen preferences.
Why would I copy an employee?
To reduce data setup
Base a new employee on an existing and similar employee
Before Getting Started
You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured and the assured is associated to a
policy you have the View Assured right to
You are either a power user, an administrator or a company administrator (but not a system administrator)
There is at least one existing employee within your administrative scope
Steps
1. You either:
Search for an assured employee and check the checkbox beside the employee you wish to copy, from the Employee Search
Results screen
Review the list of employees associated to the selected assured company and check the checkbox beside the employee you
wish to copy, from the Employees List screen
Select a specific employee from either the Employee Search Results or from the Employees List. The system displays the
Employee Profile screen
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43 Managing an Assured Employee
2. Click [Copy]. The system creates a new employee and copies over the relevant details.
Important: When copying an employee, the system will not copy the selected employee’s assigned security
roles if the employee:
Is assigned a security role that is no longer active
Is assigned a broader security role (with more rights) than you possess
Is assigned a security role that is outside your administrative scope
3. Complete the required fields that have not been copied
4. Click [Save].
Result
The system saves the new employee.
Modifying an Assured Employee
Why would I modify an assured employee?
The employee’s details have changed
To correct employee data that may not be accurate
Before Getting Started
You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
OR
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44 Managing an Assured Employee
You belong to a proprietary company owned by the same licensee that owns the assured and the assured is associated to a
policy you have the View Assured right to
You are either a power user, an administrator or a company administrator (but not a system administrator)
There is at least one existing employee within your administrative scope
You have already selected a specific employee from either the Employee Search Results or the Employees List
Steps
1. Modify the values for any field as required.
2. Click [Save] to update the employee.
Result
The system saves your changes.
Modifying an Employee's Company
Moves the employee to either a different company within its current organization or to a different company in a different assured
organization.
Why would I modify an assured employee’s company?
When the employee needs to transfer offices due to an office closing, organizational restructuring, a change in the
employee’s job role/position or the employee is physically relocating,
The employee gets a new job with a different organization
Before Getting Started
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured and the assured is associated to a
policy you have the View Assured right to
You are either a power user, an administrator or a company administrator (but not a system administrator)
There is at least one existing employee within your administrative scope
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You have administrative scope to at least two assured companies
You have already selected a specific employee from either the Employee Search Results or the Employees List
Steps
1. From the assured’s Employee Profile screen click the Advanced Management tab. The system displays the Advanced
Management screen.
Note: You cannot see the Advanced Management tab if you select an employee whose user type is broader
than yours.
2. Select one of the two following options to determine which companies you can select:
Move within the current Assured Organization
Move to Another Assured Organization
3. In the New Company field select the company that you wish to move the selected employee to.
4. Click [Save].
Result
The employee belongs to a different assured company
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The system updates the section’s header to reflect the company you selected to move the employee to. You will now
navigate within the context of the newly selected company.
Emailing an Assured Employee's Password
Why would I email an assured employee’s password?
A new assured employee is created and requires access to the system; the employee needs to set up the system password
The employee’s password has to be reset; an employee forgot the system password.
Before Getting Started
You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the assured/employee you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured/employee and the assured is
associated to a policy you have the View Assured right to
You access an existing employee or create a new one
For One Employee
Steps
1. From either the Employee Search Results or the Employees List screen select one employee. The system displays the
Employee Profile screen.
2. Click [Email Password].
Result
The system sends an email to the selected employee which includes a link to where the employee can specify their system password.
For Many Employees at Once
Steps
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1. From either the Employee Search Results or the Employees List screen check the checkboxes beside each employee you
wish to email a password to.
2. Click [Email Password].
Result
The system sends an email to the selected employees, which includes a link to where the employees can specify their system
password.
Deleting an Assured Employee
Refer to Deactivating an Assured Employee.
Deactivating an Assured Employee
Why would I deactivate an assured employee?
The employee no longer works for the licensee organization
The employee no longer requires access to the system
Before Getting Started
You are assigned the Manage Assured security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured and the assured is associated to a
policy you have the View Assured right to
You are either a power user, an administrator or a company administrator (but not a system administrator)
There is at least one existing employee within your administrative scope
You have already selected a specific employee from either the Employee Search Results or the Employees List
Steps
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1. From either the Employee Search Results or the Employees List screen select one employee. The system displays the
Employee Profile screen.
2. In the Status panel, check the Active checkbox so it is deselected.
3. Click [Save].
Result
The system deactivates the employee so they can no longer log in to the system.
Viewing the Employee’s Accepted Terms of Use
Why would I view the employee’s accepted terms of use?
To verify which client sites the employee accepted terms of use to. To access/use any client side portal the assured user must first
accept the site’s terms of use.
Before Getting Started
You are assigned the View Assured security right
You are logged in as an employee of the licensee organization that owns the assured you wish to manage
OR
You belong to a proprietary company owned by the same licensee that owns the assured and the assured is associated to a
policy you have the View Assured right to
You are either a power user, an administrator or a company administrator (but not a system administrator)
There is at least one existing employee within your administrative scope
You have already selected a specific employee from either the Employee Search Results or the Employees List
Steps
1. Click the Accepted terms of Use tab.
Results
The system displays the list of Terms of Use the assured employee has accepted.
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