Risk Management Platform Ideas

COI Track: Vendor Certificate Upload

Summary: Add an option within the vendor notification email for the vendor to click a link and attach the COI, enter in their company name, expiration dates, etc.

1. (Mockup Slide 1 and 2) The user will have the option to include the Add New Certificate link to the certificate notification templates for Received Certificate and Certificate Requests. This option will appear just as the other placeholder options(vendor name, policy, project, etc.) and be labeled "Provide Certificate Link"
2. (Mockup Slide 3) When this option is added to a notification template and submitted to the vendor there would be a link within the email that is submitted to the vendor that says " Provide Certificate"
3. (Mockup Slide 4) When the vendor clicks the link a webpage will open which includes.....
   • The drop down to select the type of certificate (Liability or Property)
   • Once selected the COI Short form would appear
     • Certificate Name would not appear
     • Vendor name would be prepopulated with the vendor name and grayed out. This is not an editable field.
   • All lines of coverage including expiration dates would appear as in standard short form
   • Attachments section is included and is required in order for the vendor to click send.
   • Options at the bottom include Send or Cancel
4. (Mockup Slide 5) Upon clicking Save and Close the COI Track user(s) will receive an email notifying them that a new certificate has been provided by “Vendor Name” and that they should login to COI Track to view the certificate.
5. (Mockup Slide 6) When the COI Track user logs into COI Track a menu item will appear under Manage Certificates>below Pending called *"*Certificate Submissions".
6. (Mockup Slide 7) Clicking this menu item would prompt a page which includes…
   1. (Mockup Slide 8) Advanced Search which prompts and dialog box that includes…
      • Submission Type (drop down includes all notification types e.i. Certificate requests, Invalid Certificate, Received Certificates)
      • Certificate Name
      • Vendor (combo box)
      • Project (combo box)
      • Search and Cancel buttons
   2. Batch operations which include…
      • Archive
   3. Active Page
   4. Archived page
   5. A grid of all certificate submissions including the following detail
      • A checkbox for batch operations
      • Submission Type
        • This will include the notification type that the submission is in response to (e.g Certificate request, Invalid Certificate, Expiring Certificate, etc.)
      • Certificate Name
        • If this was a submission from a certificate request the certificate name would be “New_Vendor Name_sequential number”
        • If this was a submission from any other notification type the certificate name would include the name from the existing certificate that was on file previous to the new submission.
        • *(Mockup Slide 9)*This name is a link and when clicked brings up the COI Short form page which includes all standard short form options.
          • If the Submission Type is Certificate Request when the link is clicked the buttons at the bottom would include...
            • Add (when clicked provides a toast message confirming that the certificate has been added "This certificate has been added")
            • Full Form (when clicked brings up the standard Full Form with the populated short form entries and allows the user to enter in additional detail regarding the COI. Buttons at the bottom of the full form include Save, Add and Cancel.
            • Cancel
          • If the Submission Type is anything other than Certificate Request (received or invalid certificate notifications) buttons at the bottom would include...
            • (Mockup Slide 10) Add (when clicked provides a dialog box with checkbox that says “Create new and archive original” and Continue and Cancel buttons. When the checkbox is checked the system will archive the old version and replace it with the new version. If the check box is not checked the system will overwrite the original with the new version.
            • Full Form. (when clicked brings up the standard Full Form with the populated short form entries and allows the user to enter in additional detail regarding the COI. Buttons at the bottom of the full form include Add (same archive/overwrite dialog box should appear) and Cancel.
            • Cancel
      • Vendor - this would be taken from the vendor assigned to the original request whom submitted the updated certificate
      • Project– this would be taken from the project assigned to the original request
   6. When a certificate is added from the certificate submissions page the record listed on the Certificate Submissions page is removed.

Vendor COI Uplo...

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