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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


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


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.


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




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.


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



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


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.


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:



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)



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.



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




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.






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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2. Select a New Owner Company value in the Modify Assured Owner Company section.

3. Click [Save].

Result


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



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.






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.




3. Click [Save].

Result


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






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.




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.







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




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.


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.





You are logged in as an employee of the licensee organization that owns the associated assured you wish to manage

OR


policy you have the View Assured right to

Steps


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.




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.




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



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.



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




OR



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.



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?



The company information has changed.




OR



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.


4. Click [Save].

Result


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.






OR



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



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)



You are assigned the View Policy security right


OR




Steps

1. Click Policy Associations in the left side menu.



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,



You are assigned the Edit Policy security right



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.



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


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





You are adding an assured to a policy or modifying an assured’s policy details



Steps


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.



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.






The assured has at least one existing policy association

Steps


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.




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


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






You previously configured (at least) one bill to party for the policy


Steps


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,



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.


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


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.









Steps


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.




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.






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


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



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



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.


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



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:


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.



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




2. Specify a value in one of the search criteria to narrow your search.




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




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.




OR



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:



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



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.



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


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,



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



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




OR




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



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




OR







You have already selected a specific employee from either the Employee Search Results or the Employees List

Steps


2. Click [Save] to update the employee.

Result


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



OR







You have administrative scope to at least two assured companies


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




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.



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


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



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




OR






Steps



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.




OR






Steps

1. Click the Accepted terms of Use tab.

Results

The system displays the list of Terms of Use the assured employee has accepted.

Copyright Notice

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otherwise, without prior written permission from the owner Oceanwide Inc.®™

Printed and published in Montreal, Quebec CANADA.

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exclusive to Oceanwide Inc. ®™.

Disclaimer

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responsibility for any liability, loss, or risk; whether corporate, personal or

otherwise in whole or in part of which; is incurred as a consequence directly or

indirectly of the application use; or reliance on or any of the contents of this

document (documentation).

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