Archive or delete a revision

Clients can archive or delete revisions from the interface. Deleting a revision can be done because an issue occurred on a revision due to a system or user error resulting in incomplete or inaccurate revisions. Another use case is when the policy has already been renewed and the carrier would like it to expire the policy. To archive or delete a revision, the policy must have at least one active effective date revision. The revision date can’t already be archived or deleted.

To archive or delete a revision:

  1. Notate the policy number.
  2. Select your user icon at the top-right of the screen.
  3. Select Resources, and then select Support Tools.
  4. Navigate to and select Archive Revisions in the Policies section.
  5. On the Archive Revisions screen, in the Policy Number box, type the policy number, and then press Enter/Return on your keyboard or select Find Revisions.
  6. All revisions for the policy will be listed. Locate the revision you want to archive/delete. Select one of the following:
    • Select Archive Revision to archive the revision, which means its data will still be referenced in reports.

      Note: The Archive Revision link won’t appear on revisions that are open or already archived.

    • Select Delete Revision to mark the revision as deleted, which means its data will be excluded from reports. In other words, a deleted revision is one that should have never occurred.

Usage considerations

  • Deleting/archiving revisions may make it challenging to tie reports back to transactions.
    • A user will not be able to view the revision and its details, such as coverages and premiums. This may be needed when reconciling reports.
    • A user cannot tie a billing entry or document back to a revision which may cause issues when reconciling transactions or accurately auditing the policy history.
  • Deleting/archiving a revision does not remove / back out billing transactions or documents.
    • It updates the premium in the policy details section of the billing page but it doesn’t update the installments.
  • Vendors such as IVANS may not have the most accurate data as deleting/archiving a committed revision does not send a corresponding void/backout record to vendors.
  • When deleting/archiving a revision, no entry is added to the policy notes.
  • Deleting/archiving a revision doesn’t remove it from the system, it sets revisions.deleted=1 and revisions.revisionState=’archived’.
  • Deleting/archiving an open revision with a same-day pending revision will move the earlier pending revision back to committed.
  • Deleting/archiving a revision with an associated payment will move the payment to a prior revision. Archiving a revision, however, will retain the payment reference.