The Document Review feature is one of the key components to accurately tracking compliance for each of your Parties. Once a document is uploaded by you or one of your Parties, that document is automatically placed in the To Review status. To change that status, you have to get to the Document Review page where you can properly check all of your documents, and then mark them as Reviewed once your review has been completed.
Reviewing a Document from the Organization Dashboard
1 Using the sidebar menu located on the left side of the screen, click Dashboard.
2 Find the Documents To Review section at the top right of the page. The number of documents that have been uploaded but not reviewed can be found here.
3 Click the link labeled Review Documents to enter the Document Review page.
4 Once on the Document Review page, you'll notice all the documents appear on the left under Active with To Review written across them, indicating these documents need reviewing
5 Next, click the Pencil Icon at the top right of the page to open up the edit window.
6 The edit window is separated into two tabs: Document Information, Insurance Information and Extracted fields
Document Information - Use this tab to edit/add specific data such as Document Name and Broker contact information. The Broker's contact information will be pulled directly from the COI based on who issued the COI.
NOTE: Best practice is to ensure the Document Name matches the name of the Party you are reviewing the document for, in order to stay better organized.
Insurance Information - Use this tab to edit/add data about the carriers in the document, such as the Carrier Name and NAIC Number.
NOTE: This information will auto-populate based on how well the system can read the document.
Extracted fields - Use this tab to search for all the extracted field information found in the COI
7 Below the document information section, you'll find a text box field. Click into this field to open a dropdown that allows you to change the Document Type.
NOTE: Certificates of Insurance will automatically be marked by the system. All other Document Types will default to Generic Documents.
8 Next, you'll find all of your Requirement Groups listed with dropdown arrows next to them. Click the Edit button to check/enter the specific details about that group and once finished, click the Save All button.
9 In the dropdown for each Requirement Group, ensure there's a Valid From and Valid Until date entered in the provided date boxes for each group.
NOTE: This date field is very important as it's used to identify policy effective and expiration dates and contributes to your Party's Compliance. This date field is also what prompts the TrustLayer system to send out automatic reminders for expiring documents.
10 Below the date boxes, you'll find a section that lists out the Carrier Name and Policy Number in blue for that particular Requirement Group.
The system should auto-populate this information from the document. If not, click on the section that reads Add Additional information to manually enter the data.
NOTE: Not all Requirement Groups have to be lines of coverage. If the Requirement Group is part of the Evidence of Insurance Module, then this information will be accessible. If the Requirement Group is from any other Module, it will only give you the option to add Additional Information.
11 Next, ensure each of the Requirements on the right match up with the document you're reviewing on the left. Each Requirement will either have a Blue, Green, or Red dot to the left of it. TrustLayer will auto-populate these dots based on how well it can read the document.
Blue dot - indicates there's a match for that requirement in another document that has been uploaded, but may not be present on the current document
Green dot - indicates there's a match for that requirement in the current document
Red dot - indicates that no document uploaded in the system for this Party contains the necessary information to fulfill this requirement
To manually match, click the Edit button. The box will turn blue with a white check mark inside to indicate a selected match. Leave the box unchecked if the Requirement does not match within the document.
NOTE: Although the TrustLayer system will auto-populate some check marks based on how well it can read the documents, it is still the responsibility of the document reviewer to ensure accuracy in the auto-checked and manually-checked Requirements.
12 Once all Requirements have been reviewed and addressed, click Save all
13 If needed, below the Document Type text box field, you'll find 3 buttons: Flag, Archive, and More Actions...
Flag - This opens the flag window which allows you to mark any Requirement Groups/Subjects as needing attention based on a Severity Level of Low (Blue), Medium (Orange), or High (Red). Flags stick to the document until removed and are visible on the Party level via the Parties - Sidebar or Party Profile page. As a business, you can decide how each level of flagging is defined.
Archive - This allows you to immediately Archive (make inactive) a document. Archived documents are still visible in the system but simply no longer count towards a Party's compliance and stored separately from your active documents.
More Actions...
Send Document Request - This opens the send document request window which allows you to customize the email that gets sent to the Party you're reviewing the document for. You can use this to provide additional context as to what information the Party is missing.
Log Verification - This opens the document verification window, which allows you to indicate that the document has been verbally or digitally verified from the issuer by a TrustLayer user policies and dates represented on the COI are valid and represented correctly.
14 Once all Requirement Groups and Requirements have been looked over, click the To Review toggle to the left of the Flag button to mark the document as Reviewed.
Reviewing a Document from the Parties - Sidebar
1 Using the sidebar menu located on the left side of the screen, click Parties.
2 Click the Filter button to open your filter options.
3 Next, click Review Status, then select the To Review checkbox. This will filter your party list by only parties with documents that need reviewing.
4 Click the blue Active Docs link associated with the Party you'd like to start reviewing documents for. This will take you to the Document Review page.
5 Once on the Document Review page, you'll notice all your documents for that Party appear on the left under Active. Select the documents under Active that are labeled with the To Review across them, as they still need reviewing.
6 Next, click the Pencil Icon towards the top right of the page to open up the edit window.
7 The edit window is separated into three tabs: Document Information, Insurance Information and Extracted files
Document Information -Use this tab to edit/add specific data such as Document Name and Broker contact information. The Broker's contact information will be pulled directly from the COI based on who issued the COI.
NOTE: Best practice is to ensure the document name matches the name of the Party you're reviewing the document for, in order to stay better organized.
Insurance Information - Use this tab to edit/add data about the carriers in the document, such as the Carrier Name and NAIC number.
NOTE: This information will auto-populate based on how well the system can read the document.
Extracted files: Use this tab to search for all the extracted field information found in the COI
8 Below the document information section, you'll find a text box field. Click into this field to change the Document Type.
NOTE: Certificates of Insurance will automatically be marked by the system. All other Document Types will default to being marked as Generic Document.
9 Next, you'll find all your Requirement Groups listed with dropdown arrows next to them. Click the dropdown next to each to check/enter the specific details about that group.
10 In the dropdown for each Requirement Group, ensure there's a Valid From and Valid Until date entered in the provided date boxes for each group.
NOTE: This date field is very important as it's used to identify policy effective and expiration dates and contributes to your Party's Compliance. This date field is also what prompts the TrustLayer system to send out the automatic reminders for expiring documents.
11 Below the date boxes, you'll find a section that lists out the carrier name and policy number in blue for that particular Requirement Group.
The system should auto-populate this information from the document. If not, click on the section that reads Add Carrier, Policy Number, Additional Information to manually enter the data.
NOTE: Not all Requirement Groups have to be lines of coverage. If the Requirement Group is part of the Evidence of Insurance Module, then this information will be accessible. If the Requirement Group is from any other Module, it will only give you the option to add Additional Information.
12 Next, ensure each of the Requirements on the right match up with the document you're reviewing on the left. Each Requirement will either have a Blue, Green, or Red dot to the left of it. TrustLayer will auto-populate these dots based on how well it can read the document.
Blue dot - indicates there's a match for that requirement in another document that has been uploaded, but may not be present on the current document.
Green dot - indicates there's a match for that Requirement in the current document.
Red dot - indicates that no document uploaded in the system for this Party contains the necessary information to fulfill this requirement.
To manually match, click the Edit button. The box will turn blue with a white check mark inside to indicate a selected match. Leave the box unchecked if the Requirement does not match the document.
NOTE: Although the TrustLayer system will auto-populate some check marks based on how well it can read the documents, it is still the responsibility of the document reviewer to ensure accuracy in the auto-checked and manually-checked Requirements.
13 Once all Requirements in a particular Requirement Group have been reviewed and addressed, click the Save all button
14 Repeat steps 9-13 until all Requirement Groups have been dated and checked for matching accuracy
15 If needed, below the Document Type text box field, you'll find 3 buttons: Flag, Archive, and More Actions...
Flag -This opens the flag window which allows you to mark any Requirement Groups/Subjects as needing attention based on a Severity Level of Low (Blue), Medium (Orange), or High (Red). Flags stick to the document until removed and are visible on the Party level via the Parties - Sidebar or Party Profile page. As a business, you can decide how each level of flagging is defined.
Archive - This allows you to immediately Archive (make inactive) a document. Archived documents are still visible in the system but simply no longer count towards a Party's compliance and stored separately from your active documents.
More Actions...
Send Document Request - This opens the send document request window which allows you to customize the email that gets sent to the Party you're reviewing the document for. You can use this to provide additional context as to what information the Party is missing.
Log Verification -This opens the document verification window, which allows you to indicate that the document has been verbally or digitally verified from the issuer by a TrustLayer user policies and dates represented on the COI are valid and represented correctly.
16 Once all Requirement Groups and Requirements have been looked over, click the To Review toggle to the left of the Flag button to mark the document as Reviewed.
17 Lastly, hit the Left Arrow button towards the top left of the page to take you back to your list of filtered Parties, then select the Active Docs link for the next Party to review their batch of documents.
