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AI Insurance generates documents — applications, dec pages, notices, claim forms — from the form templates uploaded for your company. A template is a document with smart tags where the data goes; when you generate a form on a quote, policy, or event, the tags are filled from that record’s data and you get a finished document you can review, edit, and download. Templates come in three categories, and each category generates on its own entity: Quote forms are used while quoting, Policy forms while binding and on a bound policy, and Claim/Incident forms generate on events. Which templates exist — and what’s in them — depends on how your company is configured; templates are managed on the Form templates admin page, and auto-added forms rules decide which quote and policy forms are staged automatically during quoting.
Forms follow your permissions: a Forms tab shows only for roles that can read forms, the generate actions and template pickers only for roles that can create them, and the Edit, Refresh, Issue, and Retry affordances described below only appear if your role can update forms.

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Where forms happen

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Generating on an event

On a claim or incident, open the Actions menu and choose Generate Claim Form (or Generate Incident Form) — the same action also appears on the event’s Forms tab while it’s empty. The Generate Event Form dialog asks you to Select a Form from your company’s claim/incident templates; select Generate and you’re taken to the generated document, pre-filled from the event’s data. Review the document (and edit it if needed), then select Save to attach it to the event — saved forms appear on the event’s Forms tab. If you leave without saving, nothing is attached; you can simply generate again later. See Event actions for the action’s place in the menu. On the event’s Forms tab, each saved form offers Preview (read-only), Edit (if your role can edit forms), Download, and Delete. Deleting asks for confirmation — “Delete «name»? This removes the form from this event.”

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Generating on a policy

A bound policy generates its own policy-category documents on the Generate Policy Forms surface — reached from Actions → Generate Policy Form on the policy, or from the Generate Policy Form button on its Forms tab. It’s a full screen, laid out like the quote wizard’s Forms step: the as-of date and the template picker on the left, the Selected Forms list on the right.
The Generate Policy Forms surface with an As-of date card showing today's date and an Available Forms picker on the left, a Selected Forms card on the right listing a composed form with its as-of date and per-row edit, preview, download, refresh, and remove icons, and Close and Issue buttons in the header.

Generate Policy Forms — the as-of date (today by default) and template picker on the left, the composition on the right, and Issue in the header.

  • As-of date — a date within the policy term. Because a policy’s data changes over its life (endorsements create new versions), this picks which version of the policy fills the forms. It defaults to today (in your browser’s time zone), which suits most notices and letters; change it to document the policy as it stood on another date. A date outside the term is refused with the term’s start and end shown, and nothing can be generated until the date is inside the term.
  • The template picker — your company’s policy form templates. Picking one generates it right away, bound against the chosen date, and adds it to Selected Forms. The same template can be picked more than once at different as-of dates — those are two legitimately different documents, and each row’s name carries the date it was bound against.
  • Selected Forms — the composition list: the documents you have generated in this visit and not yet issued. Each row offers Edit, Preview, Download, Refresh Smart Tags, and Remove, exactly as in the quote wizard, and Download Packet in the header merges the whole list into one PDF for a look before you issue. A refresh re-binds the form against its own as-of date and the policy transaction it was generated from, so a dated snapshot never silently drifts to a later version of the policy.
  • Issue — records the composed forms as one immutable packet on the policy. The packet appears on the policy’s Forms tab tagged Issued, stamped with the moment you issued it; a document you generate and then leave without issuing is not kept.
An issued packet is final. Issue records the composed set exactly as it is in a packet that never changes, and the issued documents leave the composition list, so the surface always shows only what you are composing next. The packet — not the underlying working documents — is frozen; a later edit or smart-tag refresh of a working document never changes that packet. Review and edit before you issue; to correct something that went out, compose and issue a new set — the earlier packet stays on file as it was sent.
Nothing is staged for you on this surface: auto-added forms rules apply while quoting and binding, not here.

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Forms while quoting

The quote wizard’s Forms step is where a quote’s form set is built: pick templates from the picker on the left and they land in the Selected Forms list, already filled from the quote’s answers. Depending on your company’s configuration, the right forms are staged for you automatically by auto-added forms rules — and the Add Recommended Forms button re-applies those rules on demand.
The quote wizard Forms step showing a form template picker on the left and a Selected Forms card on the right with Add Recommended Forms, Refresh Smart Tags, and Download Packet buttons and per-row edit, preview, download, refresh, and remove actions.

The quote wizard's Forms step — the template picker and the Selected Forms list with per-form actions.

Each selected form offers Edit, Preview, Download, Refresh Smart Tags, and Remove (removing warns “If this form has any edits they will be lost.”); a form you’ve edited also offers Revert to throw the edits away. A form whose data may have drifted shows a Needs review chip so you know to refresh or re-check it. The Download Packet button bundles the currently selected forms into one PDF — name it (optional), reorder the forms, and Download. Complete Quote or Bind Quote records the quote’s current form set in an immutable packet on the quote’s Forms tab (below), and binding also records the bind flow’s Policy Forms in a packet on the new policy. The packets — not the working documents behind them — are frozen. Any later edit or smart-tag refresh changes only a working document and never changes an issued packet.

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The Forms tab on a quote

The quote detail page’s Forms tab lists the quote’s issued packets — for a quote that has been completed or bound, the Quote packet holding its forms exactly as they were at that moment. Expand the packet to see and download each document, or Download packet for the whole set as one PDF. While a quote is still in progress it has no packet yet: its forms are the working set you see and change on the quote wizard’s Forms step.

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The Forms tab on a policy

The policy detail page’s Forms tab is the record of every document set that went out on the policy, as issued packets, newest first. Generate Policy Form at the top opens the Generate Policy Forms surface.
  • A Bind packet holds the documents staged on the bind flow’s Policy Forms step when the policy was bound; an Endorsement, Renewal, Cancellation, or Reinstatement packet holds the documents of that transaction’s bind.
  • An Issued packet holds a set you composed and issued on the generate surface — a notice, a cover letter — outside any transaction.
Each row shows its origin tag and Issued with the evidentiary date and time in fixed Eastern time, explicitly labelled EST or EDT. A reconstructed historical packet also shows a separate Reconstructed stamp. Expand a row to see the documents it holds, in page order, each downloadable on its own; Download packet gives the whole set as one PDF whose filename carries the same occurrence stamp and, when applicable, reconstruction stamp.
Packets are the only thing this tab shows. The documents themselves are read through the packet they went out in — there is no separate list of loose forms, and nothing appears here until a bind or an issuance has happened. A policy with no bound quote (an imported or migrated policy) starts with an empty tab.

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Smart tags: how forms are filled

Templates are filled by smart tags — named placeholders bound to your entity fields. You don’t normally deal with tags at all: the generated document arrives with every tag already replaced by the record’s current values. The editor tells you when something needs attention, with a banner at the top of the document:
  • “N tag(s) had no value: …” — the record has no data for those tags yet.
  • “N tag(s) failed to bind: …” — a tag couldn’t be resolved.
When editing, an Insert Smart Tag button opens a panel listing every available tag — filter, expand a tag’s description with the info icon, and add it to the document at the cursor; it’s inserted already carrying its current value. Tags with no value or a binding problem are highlighted in the list.

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Refreshing after data changes

A generated form is a snapshot — if the record’s data changes afterwards, the document doesn’t update by itself. Refresh Smart Tags re-resolves every tag against the latest data. A policy document is the exception once its policy exists: it belongs to the policy transaction it was bound or generated for, so a refresh reproduces that transaction and never reads a later endorsement. To print the policy as it stands now, generate a new document from the policy. Where to refresh:
  • In a Selected Forms list — the quote wizard’s Forms step, the bind flow’s Policy Forms step, or a policy’s generate surface: per form (the refresh icon on the row) or Refresh Smart Tags in the header to refresh all, with a per-form progress indicator. While quoting, a warning banner — “N smart tag(s) may not reflect the latest values: …” — flags forms that look out of date. A policy form carries no such flag: it is a snapshot of a date you chose, not of the record’s latest state, so there is nothing for it to fall behind.
  • In the document editor: the Refresh Smart Tags toolbar button (“Re-resolve all Smart Tags (bound and unbound) with the latest data”) updates the open document live.
Refresh re-resolves the tags — text you’ve typed into the document yourself is not what it targets, but a refreshed tag does replace whatever value was in that tag before. If you’ve hand-corrected a tag’s value, expect a refresh to overwrite that correction with the record’s current data.

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Editing the generated document

Generated forms open in a full-screen document editor built into the app — no download-edit-reupload cycle. In view mode you can read and Download; select Edit (if your role can edit forms) to change anything in the document — text, formatting, inserted tags. A standing notice reminds you that “Editing this document will not change the original template.”
The full-screen document editor showing a generated form with a Document Name field, Insert Smart Tag and Refresh Smart Tags buttons, an Edit/View toggle, and Download and Back buttons.

The built-in document editor — the generated form, with Insert Smart Tag and Refresh Smart Tags in the toolbar.

  • View / Edit toggles between reading and editing (edits are saved when you toggle back to View).
  • The Document Name field renames the generated form.
  • In the quote wizard, leaving an edited form asks whether to keep your work — Save and Exit keeps the edits on the quote’s form; Exit discards them.
  • On an event’s generate preview, Save attaches the document to the event (the button flips to Saved).
  • On a policy’s generate surface, edits go straight into the form you’re composing; the surface’s own Issue is what records the finished set in an immutable packet on the policy.

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Downloading

Download — on a form row, in the preview, or in the editor — downloads the generated form as a PDF. Downloading from the editor while editing saves your pending changes first, so the PDF always matches what you see.

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Form packets

A packet is the record of the documents that went out at one moment of a quote’s or policy’s life, merged into a single PDF — the thing that was sent as one attachment. You never build a packet by hand; the app issues one when:
  • a quote is completed or bound — its current form set is recorded in a Quote packet on the quote’s Forms tab;
  • a quote is bound — the bind flow’s current Policy Forms set is recorded in a Bind (or Endorsement, Renewal…) packet on the policy’s Forms tab, one per transaction;
  • you Issue a set on a policy’s Generate Policy Forms surface — an Issued packet on the policy’s Forms tab.
A policy detail page's Forms tab listing two packet rows, each with an origin tag such as Bind or Issued, the text Issued followed by a date and time, an expand chevron, and a Download packet button; one row is expanded to show its document with a download icon.

A policy's Forms tab — one packet per bind or issuance, newest first, each expandable to its documents.

Every packet row carries its origin tag and Issued with the evidentiary date and time in fixed Eastern time, explicitly labelled EST or EDT. A reconstructed historical packet also carries a separate Reconstructed stamp. Expand a row to see its documents in page order — each downloadable as the PDF it was issued as — or Download packet for the whole set; its filename repeats the occurrence stamp and, when applicable, reconstruction stamp.
An issued packet never changes. Its PDF is rendered once, when it is issued, and every later download serves that same file. Renaming, replacing, editing, refreshing, or deleting a working document afterwards does not touch a packet it went out in, and there is no editing, reordering, or deleting of packets. To send something different, issue a new set.
Right after a bind or an issuance a row may read Issuing… for a few seconds while its PDF is rendered. If that render fails, the row reads Issuance failed (hover for the reason) with a Retry that renders the same documents again; if a document was left behind the policy at bind, the expanded row flags it as Behind the policy with a refresh icon to re-bind it before you retry. On a Selected Forms list — in the quote wizard, the bind flow, or a policy’s generate surface — Download Packet merges the forms you are still working on into one PDF on the fly. That is a preview of what a packet would contain, not a packet: nothing is recorded until the quote is completed or bound, or the set is issued.