Sending forms to complete

This article explains how to send a form to the insured or agent in Appulate.

Overview

Appulate allows you to send forms (ACORD and Supplementals) to the insured or others by email. The following actions are available for quote requests:

  • on the Forms page: Send form to complete (if you want to send one form), Send Request to Complete (if you want to send several forms)

send form to complete, send request to complete buttons

Note: Send form to complete is available in the form's drop-down menu, allowing you to send only this form.

Send Request to Complete allows you to send several or all forms at once. It becomes available when you check the relevant forms' checkboxes. The checkbox located next to View all forms on the top bar selects all forms available.

  • on a quote request's Documents page: Send form to complete (one form), Send to complete (several forms).

send to complete on documents page

send to complete

Sending request by email

When sending a form for completing, you need to send an email containing a link to the form. You can use the template or type in your own message.

sending a form

For agency users

In the email to the insured, the recipient ("To" field) is the insured specified as the main contact by default. If you send the form to another insured user, they will be made the main contact.

If absent, you can enter the insured's email address and add a new insured contact. 

For market users

For market users, if an agency and/or producer/CSR haven't been assigned, clicking any button to send a form will open the Select the recipient dialog:

  • In the Agency dropdown list, you can select an agency from your market's Selected Agencies page. If the agency has already been assigned (outside of this dialog), the dialog's Agency field will be read-only. However, provided that the assigned agency hasn't yet requested a quote from your market, it can be unassigned. After that, the Agency field will become editable in the Select the recipient dialog.
  • The Recipient list offers a choice from the assigned agency's active users. This field will only be editable if the dialog's Agency field is filled out.

select the recipient dialog

After you have selected the Agency and the Recipient, clicking OK in the Select the recipient dialog will open an email with a link to the selected forms.

If the agency and producer/CSR have been assigned in advance, the email will open without the dialog step. The assigned producer/CSR will be automatically selected as the recipient in the "To" field.

Recipient's forms 

Once an email is sent, the recipient will receive an email with a link to the form (the link is active for 30 days). The link opens one or several combined ACORD or Supplemental forms. All the questions, including the answered ones, are displayed. The questions are not filtered.

The sent form resembles the one in the Questionnaire. However, there is no top menu, but there is a header with the introduction text and the agency's contact information. The header will also display the sender's company logo if it's provided in Settings.

  • Form (Send Request to Complete, Send to complete, Send form to complete)

forms questionnaire

If a question asks for it, recipients can upload documents when filling out a form.

Once the form is filled out, the sender will be notified by email.

All the actions are logged in the Activity log (Forms Filling Request Sent; Forms Filling Completed; Forms Filling Request Canceled).