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      How automation works

      Learn about how the system automates emails, who receives them, how often they go out, etc.

       

      Summary

      This training video explains how to configure and manage automation settings in the BCS system for sending emails to vendors, tenants, or other tracked parties (collectively referred to as "parties"). The automation ensures timely requests for insurance documents while pausing to avoid overwhelming contacts. Below are the key points and steps outlined:

      Overview of Automation

      • Location: Automation settings are managed under the "Automation" tab in "My Settings."
      • Email Types: The system generates three types of automated emails:
        • Initial Notice: Sent when no Certificate of Insurance (COI) is on file for a party.
        • Deficiency Notice: Sent when a submitted COI has unresolved compliance issues.
        • Renewal Notice: Sent to request updated COIs before policy expiration.
      • Pause Mechanism: Automation pauses if an unreviewed email or document is pending to prevent redundant requests.

      Automation Details

      • Initial Notice:
        • Triggers when no COI is associated with a party.
        • Sends up to 3 emails at 8-day intervals.
        • If no response, the party is flagged as "unresponsive" (escalation status), and a notification appears in "My Tasks."
      • Deficiency Notice:
        • Triggers after a COI is reviewed and deficiencies (e.g., inadequate limits) remain.
        • Summarizes issues in up to 3 emails, sent at 8-day intervals.
        • Unresolved deficiencies lead to "unresponsive" status and a "My Tasks" notification.
      • Renewal Notice:
        • Sent 7 days before, 1 day before, and 3 days after a policy’s expiration.
        • Timing optimized based on 20 years of experience to ensure renewed COIs are received (earlier requests often yield outdated certificates).
      • Task Management: Unreviewed emails or documents appear in "My Tasks," centralizing actions to resume automation once completed.

      Steps to Manage Automation

      1. Access Automation Settings
        • Navigate to "My Settings" > "Automation" tab.
        • View and toggle settings for Initial Notice, Deficiency Notice, and Renewal Notice (default is off).
      2. Enable Automation
        • Turn on desired email types to start sending requests.
        • Emails are visible in the "Activities" section of a compliance assignment.
      3. Configure Contacts
        • In the "Contacts" section of a party’s record:
          • Designate the automated email recipient (e.g., primary contact or insurance agent).
          • Specify which compliance assignments (e.g., jobs or locations) the contact receives emails for.
          • Example: For a vendor like Anderson Windows with three jobs, ensure the contact is tagged for relevant jobs.
        • Insurance agent contacts are auto-imported from COIs and assigned to specific policies; manually override if needed.
      4. Review Submissions
        • Monitor "My Tasks" for pending reviews (unread emails or unreviewed documents).
        • Complete reviews to clear tasks, allowing automation to resume.
        • Indicators in the party’s record show pending items until reviewed.