Welcome to the Generating ACORD Form, Agency Forms, and Agent/Broker of Record workflow. This is a step-by-step workflow to complete the task of generating the various forms you might need for Carriers, Prospects, and Insureds. 


This workflow is for agencies with full management system access as we will use the Management System, eSignature, and Client Center products. If you aren't sure if you have all these products, check out our Glossary of Icons and their Meanings - Left Navigation Bar section for product icons.


TABLE OF CONTENTS


Check out our videos if you'd rather watch and follow along!

EZLynx Term: Applicant is our term for customer, insured, or account and are used interchangeably.

ACORD and additional documents for Quote Application


In the insurance business, Line of Business ACORD forms must be sent along with additional documents to Carriers, Prospects, and Insureds every day. In EZLynx, once the Application and Policy entry screens are populated, generating forms, and sending them out is simple!


  1. From a customer's OVERVIEW tab, click the APPLICATIONS tab.

  2. Next to the application, click on the FORMS icon (clip board) and select ACORD APPLICATIONS. This will open the Form Selection window.

  3. Under the SELECTED tab, you'll find the pre-chosen line of business form. Additional documents can be included from your customer's Documents tab using the DOCUMENT LIBRARY tab or uploaded from your desktop using the UPLOAD tab.

  4. Provide a NAME for the document that you will be able to recall later (in the Documents Tab) and click the PREVIEW button. This will open the PDF portal to see the line of business ACORD forms populated with the data from the entry screens, along with the additional documents added.

  5. Any changes made to any of the forms or documents must be saved by using the ACTIONS > SAVE option in the top right of the window. Note: Any changes made to the forms or documents will not be saved back to the original Application entry screens. You will need to remember to edit and save those changes there as well.

  6. If no changes are required, X-out of the window. Your saved Form and documents are now found in the customer’s DOCUMENTS Tab.

  7. From the ACTIONS at the end of the document line, you will see lots of options there for you to do. 
    1. Email
    2. Text
    3. Move To (a folder)
    4. Copy
    5. Share (with the Client Center)
    6. Properties (to provide a different name and associate to a Policy number)
    7. Delete
    8. Preview (view)
    9. Download (to your desktop).
       
  8. If any of these items are added to a Note, be sure to associate the document with a Policy number.
    Not sure how? Click here!
    • Associating a policy to a document: 
      1. On the customer's Documents tab, click Actions next to the document.
      2. Choose Properties. This will open the Update Properties window.
      3. Use the Policy dropdown to choose which policy to associate to the document.
      4. Click Save. You should see the Policy # column update with the policy you associated.
    • Associating a policy to a note: 
      1. On the top-right, select the Add Note (paper with a plus) icon. This will open the Agency Workspace pane.
      2. If you are on the customer's account, it will auto-fill their name in the top field. If you are not, then you will need to search for the customer's account.
      3. If this is a new discussion, input the Discussion Title. If this note needs to be added to an already started discussion, search for the previous discussion title. 
      4. Input your notes in the "Type your note here..." box. 
      5. Click the Associate to a policy icon (folder). 
      6. Use the Policy dropdown to choose which policy to associate to the note. 
      7. Select Save to finish adding the note to the customer's account.


ACORD and additional documents for a Policy


There are several places to generate ACORD forms for Applications in EZLynx. 

 

  1. From the POLICY SUMMARY page choose FORMS then under the APPLICATIONS section choose ACORD APPLICATIONS
    - OR - 
    From the OVERVIEW page's POLICIES section, click on the FORMS icon (clipboard) and choose APPLICATIONS > ACORD APPLICATIONS.
    Either path you take, will open the Form Selection window.

  2. Under the SELECTED tab, you'll find the pre-chosen line of business form. Additional documents can be included from your customer's Documents tab using the DOCUMENT LIBRARY tab or uploaded from your desktop using the UPLOAD tab.

  3. Provide a NAME for the document that you will be able to recall later (in the Documents Tab) and click the PREVIEW button. This will open the PDF portal to see the line of business ACORD forms populated with the data from the entry screens, along with the additional documents added.

  4. Any changes made to any of the forms or documents must be saved by using the ACTIONS > SAVE option in the top right of the window. Those changes will not be saved back to the original Policy entry screens. You will need to remember to edit and save those changes there as well.

  5. If no changes are required, X-out of the window. Your saved Form and documents are now found in the customer’s DOCUMENTS Tab.
     
  6. From the ACTIONS at the end of the document line, you will see lots of options there for you to do. 
    1. Email
    2. Text
    3. Move To (a folder)
    4. Copy
    5. Share (with the Client Center)
    6. Properties (to provide a different name and associate to a Policy number)
    7. Delete
    8. Preview (view)
    9. Download (to your desktop).

  7. If any of these items are added to a Note, be sure to associate the document with a Policy number.
    Not sure how? Click here!
    • Associating a policy to a document: 
      1. On the customer's Documents tab, click Actions next to the document.
      2. Choose Properties. This will open the Update Properties window.
      3. Use the Policy dropdown to choose which policy to associate to the document.
      4. Click Save. You should see the Policy # column update with the policy you associated.
    • Associating a policy to a note: 
      1. On the top-right, select the Add Note (paper with a plus) icon. This will open the Agency Workspace pane.
      2. If you are on the customer's account, it will auto-fill their name in the top field. If you are not, then you will need to search for the customer's account.
      3. If this is a new discussion, input the Discussion Title. If this note needs to be added to an already started discussion, search for the previous discussion title. 
      4. Input your notes in the "Type your note here..." box. 
      5. Click the Associate to a policy icon (folder). 
      6. Use the Policy dropdown to choose which policy to associate to the note. 
      7. Select Save to finish adding the note to the customer's account.

Stand-alone Agency Forms


If a stand-alone Agency Form is needed, it can easily be generated without the ACORD forms. 

 

  1. From the POLICY SUMMARY page choose FORMS then under the POLICY SERVICE section choose AGENCY FORMS
    - OR -
    From the OVERVIEW page's POLICIES section, click on the FORMS icon (clipboard) and choose POLICY SERVICE > AGENCY FORMS.
    Either path you take, will open the Form Selection window.

  2. Click on the AGENCY FORMS tab to find the Agency form you need. Additional documents can be included from your customer's Documents tab using the DOCUMENT LIBRARY tab or uploaded from your desktop using the UPLOAD tab.

  3. Provide a NAME for the document that you will be able to recall later (in the Documents Tab) and click the PREVIEW button. This will open the PDF portal to see the form populated according to the setup your Admin has provided, along with the additional documents added.

  4. Any changes made to any of the forms or documents must be saved by using the ACTIONS > SAVE option in the top right of the window. Those changes will not be saved back to the original Agency Form. Your Admin controls the setup of the Agency Forms, so if long-term changes are needed, please reach out to your Agency Admin.

  5. If no changes are required, X-out of the window. Your saved Form and documents are now found in the customer’s DOCUMENTS Tab.

  6. From the Actions at the end of the document line, you will see lots of options there for you to do. 
    1. Email
    2. Text
    3. Move To (a folder)
    4. Copy
    5. Share (with the Client Center)
    6. Properties (to provide a different name and associate to a Policy number)
    7. Delete
    8. Preview (view)
    9. Download (to your desktop).

  7. If any of these items are added to a Note, be sure to associate the document with a Policy number.
    Not sure how? Click here!
    • Associating a policy to a document: 
      1. On the customer's Documents tab, click Actions next to the document.
      2. Choose Properties. This will open the Update Properties window.
      3. Use the Policy dropdown to choose which policy to associate to the document.
      4. Click Save. You should see the Policy # column update with the policy you associated.
    • Associating a policy to a note: 
      1. On the top-right, select the Add Note (paper with a plus) icon. This will open the Agency Workspace pane.
      2. If you are on the customer's account, it will auto-fill their name in the top field. If you are not, then you will need to search for the customer's account.
      3. If this is a new discussion, input the Discussion Title. If this note needs to be added to an already started discussion, search for the previous discussion title. 
      4. Input your notes in the "Type your note here..." box. 
      5. Click the Associate to a policy icon (folder). 
      6. Use the Policy dropdown to choose which policy to associate to the note. 
      7. Select Save to finish adding the note to the customer's account.


Agent/Broker of Record


There will be times when the Prospect who is shopping is happy with their current Insurance Carrier, but not their Agent. If you represent that Carrier, an Agent of Record (aka Broker of Record) may be all you need to gain the business! 

 

  1. Create the Personal Applicant in the Management System.
    Not sure how? Click here!
    1. Hover over the Applicant icon (folder with a person) on the right navigation bar to open the Applicant menu.
    2. Choose Create New Applicant. This will redirect you to the Personal Lines Applicant page where you can input all the customer's personal information.



  2. Generate an ACORD 36 – Agent of Record form and send it to Prospect to sign and return it to you by way of eSignature, email, mail or fax.
    Not sure how? Click here!
    • Generate an ACORD 36 and signing via eSignature: 
      1. On the customer's Overview page, click Actions.
      2. Hover over Additional Actions.
      3. Choose Add form. This will open the Form Selection window.
      4. Click on the ACORD forms tab.
      5. Find the ACORD 36 using the search bar and/or the filters.
      6. Check the box next to the form and name the document if necessary.
      7. Click Preview to open the PDF Portal. 
      8. Fill in the proper details and choose Actions > Save. 
      9. Click Actions > eSignature. This will open the Create eSignature Envelope window. 
      10. Check the boxes for the document(s) that you need signed and select Next to continue.
      11. By default the envelope will be sent as the agent that creates the envelope. Click the Change button to choose someone else if necessary.
      12. Give the envelope a Name and if you wish a reference # and/or password requirement. 
      13. Decide how many days the envelope should be available for.
      14. If multiple documents need to be signed, decide which order you want them to be signed in. 
      15. By default the primary applicant is added as a recipient. If you want to add more or add yourself as a recipient, select +Add new recipient or +Add me.
      16. Add any notes for the recipients such as instructions and click Next to continue.
      17. Use the Recipient dropdown to decide who you need to sign. Then, click on the type of signature you need.
      18. Place the box on the document where you need them to sign. You can resize the box using the corners. 
      19. Repeat steps 10-11 until you have added boxes for every recipient where they need to sign.
      20. Click Review and Send to review the document one last time.
      21. Click the Envelope button to finish sending the out the eSignature envelope.
    • Sending the ACORD 36 via email from EZLynx: 
      1. Follow steps 1-8 from the above section.
      2. Actions > Email. This will open a new browser tab and take you to the Compose Email page with the Agent/Broker of Record form already attached.
      3. Compose your email and click Send.



  3. Once received, send the completed form to the Insurance Carrier Underwriter. NOTE: The Carrier will go through a process with the incumbent Agent for the account. They will give them the opportunity to keep the business, or not. It is very important not to assume that coverage is bound with your Agency until the Carrier says it is.
    Not sure how? Click here!
    • Email the file from within EZLynx: 
      1. On the customer's account, click the Documents tab. 
      2. On the Agent/Broker of Record change, clicks Actions > Email. This will open a new browser tab and take you to the Compose Email page with the Agent/Broker of Record form already attached. 
      3. Compose your email and click Send.
        • The benefit of emailing them from within EZLynx is the Activity tab will track when you emailed the files. However, it is only trackable from the customer's account. EZLynx does not have a space to email non-customer entities from outside of a customer's account.
    • Download the file for communication outside of EZLynx: 
      1. On the customer's account, click the Documents tab. 
      2. On the Agent/Broker of Record change, clicks Actions > Downloadto download the file so you can save it to your computer and email the Insurance Carrier Underwriter.



  4. Set a Task Reminder for 10 days (or less) to follow up with the Carrier to be sure they have awarded you the business. Add the proper checklist and label.
    Not sure how? Click here!
    1. On the top-right, select the Add Note (paper with a plus) icon. This will open the Agency Workspace pane.
    2. If you are on the customer's account, it will auto-fill their name in the top field. If you are not, then you will need to search for the customer's account.
    3. If this is a new discussion, input the Discussion Title. If this note needs to be added to an already started discussion, search for the previous discussion title. 
    4. Input your notes in the "Type your note here..." box. 
    5. Select the Add Attachments (paperclip) icon to attach any relevant documents needed for reference. 
    6. Select the Add Task (paper with a checkmark) icon to assign a task or checklist to someone at your agency.
    7. Select Add Reminder to add as many reminders (email, text, and/or notification) as needed for the task or checklist.
    8. Select the Add Labels (price tag) icon to add a label to the note for organization.
    9. Select Save to finish adding the note to the customer's account.



  5. Once confirmation is received from the Carrier, add the policy header with proper matching detail if the policy will download. 
    Not sure how? Click here!
    1. On the customer's Overview tab, click Actions > Add Policy. This will redirect you to the Add Policy page.
    2. Choose either Monoline or Package with the appropriate LOB's bound.
    3. Enter the policy number exactly including any spaces and hyphens. This will help with downloads and pay commissions since this is part of the matching criteria.
    4. It is especially important to include the Writing Company. This is the Insurance Carrier shown on Auto ID Cards, Binders, and Evidence of Insurance documents.
    5. Add & Edit Policy to add/ update all assets, coverages, limits, additional interest details (etc.) 
    6. Save and Close when finished to see the Summary Screen displayed.



  6. Create a Note to document what was received confirming you are now the Agent, set a task reminder for receipt of the policy, and upload all pertinent documents to find them later if necessary. (10 days for a Download policy, 30 days for a Manual policy).
    Not sure how? Click here!
    1. On the top-right, select the Add Note (paper with a plus) icon. This will open the Agency Workspace pane.
    2. If you are on the customer's account, it will auto-fill their name in the top field. If you are not, then you will need to search for the customer's account.
    3. If this is a new discussion, input the Discussion Title. If this note needs to be added to an already started discussion, search for the previous discussion title. 
    4. Input your notes in the "Type your note here..." box. 
    5. Select the Add Attachments (paperclip) icon to attach any relevant documents needed for reference. 
    6. Select the Add Task (paper with a checkmark) icon to assign a task or checklist to someone at your agency.
    7. Select Add Reminder to add as many reminders (email, text, and/or notification) as needed for the task or checklist.
    8. Select the Add Labels (price tag) icon to add a label to the note for organization.
    9. Select Save to finish adding the note to the customer's account.



  7. Send proof of coverage (Refer to ID Cards, Binders, Evidence of Insurance, and Certificate Masters.)
    1. Generate Auto ID cards for personal/commercial auto policies. 
    2. Create a Binder, or Evidence of Insurance if needed. 
    3. Create a Master Certificate (commercial lines only) if necessary.

  8. Send a welcome email with Client Center instruction if not already automated through the Automation Center.
    Not sure how? Click here!
    1. On the customer pane under their name, select the Share icon (three dots connected by two lines).
    2. Choose either Client Center link via text or email. 
      • If you choose text, the Texting pane will open on the right side of the screen. 
      • If you choose email, a new browser window will open up and take you to the Compose Email page. 



Best Practices! - Use Automation Center to enable workflow Welcome Your New Customers. This pre-built automation sends out the first email to insured on day zero welcoming your customer, and the second email on day two guiding insureds to Client Center to have online policy access.  Check out our Recommended Workflow Templates article to learn more! 

We hope this workflow article was helpful in learning how to generate ACORD forms, Agency Forms, and Agent/Broker of Record. Please let us know if this article was helpful by answering the question below. Check out our related articles on the right-side of the page to learn more about EZLynx!