Generating forms

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.

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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.

• 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. There is no default: nothing can be generated until you choose a date, and a date outside the term is refused with the term’s start and end shown.
• 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. 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. A refresh re-binds the form against its own as-of date, so a dated snapshot never silently drifts to a different version of the policy.
• Save — writes the composed forms to the policy. Saving is what makes them appear on the policy’s Forms tab; a document you generate and then leave without saving is not kept.

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. 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. Once the quote is saved, its forms are also visible on the quote’s Forms tab (below).

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The Forms tab on a quote

The quote detail page’s Forms tab shows the quote’s forms in two sections:

• Forms — each generated form, with Preview and Download actions. (To change a quote’s form set or edit a form, go through the quote wizard’s Forms step.)
• Packets — reusable bundles of those forms; see Form packets.

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The Forms tab on a policy

The policy detail page’s Forms tab is the policy’s whole document set, gathered from every place a policy’s forms can come from. Each form offers Preview and Download; Generate Policy Form at the top opens the Generate Policy Forms surface.

• Policy Forms — the policy-category documents: the ones staged during the bind flow’s Policy Forms step, and the ones saved on the policy’s own generate surface.
• Quote Forms — the quote-category forms of the quotes bound into this policy.
• Packets — reusable bundles anchored to the policy; see Form packets.

Both form sections gather across every quote bound into the policy — the original new-business quote plus each endorsement, renewal, cancellation, and reinstatement quote. Those quote-anchored forms are the same records the quote’s own Forms tab shows — linked here, never copied — so a form edited through that quote’s wizard reads the same on both pages. Reaching them also needs quote read access: a role that can read forms but not quotes sees the policy’s own saved forms plus a note saying the quote forms are hidden rather than absent. A policy with no bound quote at all (an imported or migrated policy) still lists its own saved forms.

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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:

• 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.

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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.”

• 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 Save is what commits the finished set to 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 a named, ordered bundle of a record’s forms, merged into a single PDF — the thing you send as one attachment. Packets live in the Packets section of a Forms tab, and belong to the record whose tab you built them on: a quote’s packets on the quote, a policy’s packets on the policy (drawn from everything that tab lists).

• Create Packet opens the packet dialog: give it a name, Add forms (a checklist of the record’s forms not yet in the packet), drag rows to set the order, and Save. A packet needs a name and at least one form.
• Each packet row expands to show its member forms, and offers Edit (reopen the dialog), View (an in-app preview of the merged PDF), Download (one merged PDF), and Delete.
• Deleting a packet removes only the bundle — “The packet and its ordering will be removed. The underlying forms are not affected.”
• On a Selected Forms list — in the quote wizard, the bind flow, or a policy’s generate surface — Download Packet produces the same merged PDF on the fly without saving a named packet.