Set up email notifications for new business

New business policy activities will trigger email notifications. Clients can designate email recipients using administrative alerts and settings within the Contacts module. Clients can further customize emails with advanced settings. 

Email notifications

Clients can direct all emails to a specific set of contacts, to a specific contact on an agency-by-agency basis, or to both.

Direct all activity to a set of contacts

Clients can direct emails to a specific set of contacts for the following activities:

  • Applications submitted from BriteQuote
  • Policy changes submitted from BriteQuote
  • Attachments or photos uploaded to submitted application

To direct emails to a specific set of contacts:

  1. Navigate to Settings > System Wide > Administrative Alerts > Policies.
  2. Navigate to one of the following boxes:
    • Application submitted from BriteQuote
    • Policy Change submitted from BriteQuote
    • Attachment(s) or Photo(s) Uploaded to Submitted Application
  3. In the box, type the email address(es) of the chosen recipients for the email. If you type more than one email address, use a comma-separated list.
  4. Repeat step 3 for each applicable box.
  5. Select Save.

Direct activity to a specific contact on an agency-by-agency basis

To direct new business activity to specific contacts:

  1. Select Contacts.
  2. On the Contacts List screen, search for and select an agency.
  3. Navigate to Notices in the Roles section.
  4. Select Direct Application Activity to Specified Email Addresses. In the Email Addresses to Use box that appears, type the email address(es) of the specific contact(s). If you type more than one email address, use a comma-separated list.
  5. Select Save.

Direct activity to both

To direct new business activity to both staff emails and specific contacts:

  1. Navigate to Settings > System Wide > Administrative Alerts > Policies.
  2. Locate and unselect the “Direct Application Activity To” setting in contacts overrides admin email list setting.
  3. Select Save.

Usage considerations

  • The “Direct Application Activity To” setting in contacts overrides admin email list setting applies only if the Direct Application Activity to Specified Email Addresses setting is enabled for agencies in the Contacts module.
  • When this setting is selected, new business activity for an agency is directed to the recipients of the Direct Application Activity to Specified Email Addresses setting only.
  • When this setting is unselected, new business activity for an agency is directed to the recipients of both the Direct Application Activity to Specified Email Addresses setting and the following administrative alerts:
    • Application submitted from BriteQuote
    • Policy Change submitted from BriteQuote
    • Attachment(s) or Photo(s) Uploaded to Submitted Application
  • The “Direct Application Activity To” setting in contacts overrides admin email list setting appears as the override-admin-email advanced setting in Settings > Advanced. The settings are the same but are labeled differently on their respective screens.

Application submission

Default

An email can be directed to staff when an agent submits an application from the Agent Portal. A PDF of the Policy Application will be attached to the email. Below is an example of the default email. 

Submitted Application – [Policy Number][Primary Named Insured]
This application has just been submitted bound/unbound.
View Policy #[Policy Number]
Submitted by Agent [Agent Name][Agent Email]

To designate staff as email recipients:

  1. Navigate to Settings > System Wide > Administrative Alerts > Policies.
  2. In the Application Submitted from BriteQuote box, type the email address(es) of the designated recipients. 

Customized

Clients can customize the body of the application submitted email.

To customize the body of the email:

  1. Navigate to Settings > Advanced.
  2. In the Search for a Setting box, type agentsubmissionemailbody. Select Search or press Enter/Return on your keyboard.
  3. In the Setting Value, type the text as you want it to appear in the application submitted email.

The customized text then appears as such:

[Customizable text]
View policy #[Policy Number]
Submitted by Agent [Agent Name][Agent Email]

Usage considerations

Customized emails won’t notate whether the application was submitted bound or unbound.

Unbound and bound email setting

BriteCore supports separate notifications for processing bound and unbound applications. Clients who use a separate workflow process for unbound policy applications can use these alerts to notify the proper individuals or teams in each case.

Unbound applications notification

To set up notifications for unbound applications:

  1. Navigate to Settings > System Wide > Administrative Alerts > Policies.
  2. In the Application submitted from BriteQuote (Unbound) In addition to Application submitted from BriteQuote emails box, type the email address(es) of the designated recipients.
  3. Select Save.

Bound applications notification

  1. Navigate to Settings > System Wide > Administrative Alerts > Policies.
  2. In the Application submitted from BriteQuote (Bound) In addition to Application submitted from BriteQuote emails box, type the email address(es) of the designated recipient(s).
  3. Select Save.

Usage considerations

The email addresses added to these administrative alerts will also appear in the Submitted Application note on the policy’s Notes screen.

If a distinction between recipients of bound and unbound applications is not required, these alerts can remain blank and the Application submitted from BriteQuote administrative alert can be used instead.

Policy change submission

When an agent submits an endorsement request from the Agent portal, the Submitted Change email is sent to designated recipients. Below is an example of the Submitted Change email: 

Submitted Change – [Policy Number][Primary Named Insured]
This change has just been submitted.
View Policy #[Policy Number]
Submitted by Agent [Agent Name][Agent Email]

To designate recipients for the Submitted Change email: 

  1. Navigate to Settings > System Wide > Administrative Alerts > Policies
  2. In the Policy Change Submitted from BriteQuote box, type the email address(es) of the designated recipients. 
  3. Select Save.  

Attachments or photos added

When an agent uploads an attachment or photo to a submitted application in the Agent portal, an Application Attachments/Photos email is sent to designated recipients. Below is an example of the email that is sent. 

Application Attachments/Photos for [Policy Number]
Attachments/Photos have been added to application #[Policy Number]

To designate recipients for the Application Attachments/Photos email: 

  1. Navigate to Settings > System Wide > Administrative Alerts > Policies
  2. In the Attachment(s) or Photo(s) Uploaded to Submitted Application box, type the email address(es) of the designated recipients. 
  3. Select Save

Additional application attachments

Underwriters may prefer to review an entire application package from the email that is sent upon application submission. With the application-email-include-all-attachments advanced setting, all files added to the Attachments section of the quote wizard are included in the Submitted Application email.

To enable this advanced setting:

  1. Navigate to Settings > Advanced.
  2. In the Search for a Setting box, type application-email-include-all-attachments. Select Search or press Enter/Return on your keyboard.
  3. Change the setting from False to True.