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Batch Import, APIs, and Integrations

CSV Batch Import

CSV Batch Import: Filing Services Clients ONLY

This article is designed to help you learn how to use the Transaction CSV batch import tool in InsCipher.

Watch this 8 Min Tutorial

Instructions on How to Use Batch Import Tool
1. Using Files with multiple rows for the same transaction
2. Using Files with multiple columns of the same detail (example: multiple insurance companies)
Troubleshooting Import Errors
Description of Field Names on CSV File
Historical Data Migration
Field Mapping Documentation
What About Attaching Documents?
Change History

How Do I Perform a Batch Import of Policy Transactions?

Download a policy details report from your policy management software and convert this file to a .csv format. Many policy management systems allow for the exporting of policy details reports to a .csv file. However, some may not, and it may be required to convert the report from a .xls(x) format to a .csv format using a program like MS Excel. Regardless, in order to proceed to the next step, you will need to ensure that the file format is saved as a .csv.

Note: Previously, it was required that you use our required sample file in order to import policy transactions into the InsCipher portal. This is no longer required! You may still utilize this same file, should you already have a process built out for this. Download the sample file by clicking here. Descriptions of the headers can be found in the sample file.
After you have your file, on the left navigation bar, go to Upload Filings > Batch Import
On step 1 of the CSV import process, select your CSV file. Then click "Continue" to proceed to Step 2 - Map Columns.
In step 2 of the CSV import process, you will need to map the columns from your policy transaction report to the required headers in the InsCipher portal.
1. Part 1 is to select the column that contains the physical/risk state of the policy transactions. If you use our import sample file, this will be called "physical_state_code". However, if you are using your own file, it may be called something different. Should you be using a file that has multiple rows for the same transaction, you can also use the option to "Group By Column". If your policy details for a single transaction is on one row, then leave these value blank.
2. Part 2 will be to map all the remaining headers in your file.
  
  FYI! The nice thing about this feature is that we save the mappings you perform on this step so the next time you attempt to import transactions, the mapping will already be done for you!
3. This new batch import process allows for CSV files with multiple rows or multiple columns.
  1. Multiple Row CSV example:
    
    Note: In this example, you would choose the Group By Column value = "Invoice #"
  2. Multiple Column CSV example:
4. A summary is then provided at the bottom of the page. If you don't wish to map optional columns, then these values will not be imported.
  
  Important! You must map all required columns in order to proceed to the next step. However, to push transactions to a "Submitted" status, all recommended columns must be mapped as well. All other columns are optional. Click on the "Don't import data in unmapped columns" if you wish to bypass mapping all columns in your file.
Tips!
- Click on the number on the column headers that contain issues to get a summary of the issues.
- Look for patterns. If there are errors that apply to multiple rows, use the "Select all" option to apply to all affected rows when fixing a specific issue/field.
- Should there be a lot of errors that make it difficult to proceed, consider fixing your underlying file and starting over.
- If you have questions about the header descriptions or accepted values, refer to the table below step 3 requires you to do a review and correct data on any rows that have errors. By default, only rows with errors will appear in this step, but you can view all shows as well with the toggle.
If you are just importing a CSV, after you click "Continue" your file will be scheduled for import. Should you have any import errors, these will be displayed on the "Filings Import Log".

How Do I Correct a Batch if There are Errors?

If there are many errors that came through on a batch, you can delete the entire batch by clicking the "Delete" button on the batch:
You can also click under the "Not Imported Filings" or the "Error Log" to download a list of errors in the batch.
When pulling up the error code list, you will see the reason for the error followed by the policy number that was trying to be uploaded.
You will then need to go into the batch and correct the error.

Field Descriptions

Below, you will find a list of the different fields used, the description, and whether or not it is required for the CSV batch import to work.

Note: Some fields are required in order for the transaction to import without error. Others are listed as "required" on the CSV spreadsheet since they are needed to load accurate policy/endorsement information but won't actually cause an error if they are missing at the time of import. There are additional codes that you can find at the bottom of this document such as insurer NAIC codes, description of risk, and lines of business.

Note: Please follow the formatting instructions listed on the CSV import template. For example, dollar symbols and commas must be removed from all currency fields prior to importing.

Field Descriptions

Headers from Sample File

Description

Required

policy_number

Policy number. Non-unique field.

✓

policy_effective_date

Policy effective date

✓

policy_expiration_date

Policy expiration date

✓

transaction_effective_date

Transaction effective date

For endorsements, this is the endorsement date. For New/Renewal policies, this is equal to the policy effective date. If omitted, today's date is used as transaction eff. date

✓

expiring_policy_number

Expiring Policy Number

Only Required for Renewal type policies.

Depends

invoice_date

This is the date that the policy was invoiced in most states. In GA, this is the Revenue Recognition Date, in HI, this is the Date Issued. In Idaho, this is the Broker Received Date.

If omitted, the filing effective date will be used.

Depends

invoice_number

This is the invoice number (or unique transaction ID) generated by your Agency Management System (AMS).

This number allows users to trace imports to existing transactions within the management system as is a value we recommend importing.

This number will be used to identify possible duplicate transactions. Identified duplicate transactions will be excluded from being imported.

transaction_type

Updated transaction types can be found here.

✓

policy_type

Options include "standard", "master", or "cert"

If unknown, choose "standard" or leave blank

account_written_as

Use one of these two options:

Brokerage = B

Direct Client = DC

Use "B" if you sell through a retail agent. Use "DC" if the policy is sold directly to the insured. If omitted, the default Agency Admin setting will be used

rpg

Risk Purchasing Group?

Yes = 1
No = 0

✓

layered_risk

Layered Risk

Yes = 1

No = 0

broker_of_record

Broker of Record Change

Yes = 1

No = 0

risk_retention_group

Risk Retention Group

Yes = 1

No = 0

purchasing_group_name

Required if RPG (rpg field) is set to Yes (or 1).

If not included and RPG = Yes, then the transaction will still import but will show RPG error.

Depends

risk_description

Description of Risk

For New York, Ohio, and Pennsylvania, we require specific import codes to be used when importing.

For all other states, import this as a text value description of the coverage.

See this table for a list of the state-specific codes. To download the table, hover over the top right corner of the table, click on the three dots, and then export to CSV.

Depends

ecp

Exempt Commercial Purchaser?
Yes = 1

No = 0

If omitted, 0 (zero) value will be imported. Unless you know what this is, set this value to 0.

exempt

Is the Insured/Entity considered tax-exempt by the state?

Exempt Yes = 1
Exempt No = 0

Unless you know that the insured/Entity is Tax Exempt, set the value to 0 or leave it blank (the system will default to 0). Currently Required only for the state of Utah.

multi_state

Does the insured’s liability reside in multiple states?

Multi state Yes = 1
Multi state No = 0

InsCipher does not calculate Multi-state surplus lines tax breakdowns. With NIMA dissolving in 2016, InsCipher reports 100% of the premium to the home state of the insured and bases the tax percentages off that state. If omitted, the default is No (0). There are only a few states where InsCipher has enabled this field.

Note: Only these states allow multi-state

FL, CA, ID, WV, KY

policy_limit

This is the aggregate policy limit/liability amount associated with the policy.

The requirement depends on State and Agency settings. There are about a dozen states that require this information when filing. For this reason, we recommend that you include the policy limit on every submission. If it isn't required by the state then this amount will be ignored. However, for a specific list, go here.

Depends

property_limit

Property Policy Limit

The requirement depends on State and Agency settings. We recommend that you include the property policy limit on every submission. If it isn't required by the state then this amount will be ignored.

Currently, this field only applies to PA.

Depends

transaction_line_of_business

OR for multiple lines of business use:

transaction_line_of_business_list

This is an InsCipher-specific import code. We recommend using the Generic Import codes, which can be found here: Generic Line of Business / Coverage Code List If you want to use state-specific codes, you can. These can be found here.

For policies with a single LOB, enter the single import code. If there are multiple LOBs, then these would be added and separated by the pipe symbol “|”.

The requirement depends on whether the state requires a line of business breakdown. As this varies by state, we recommend importing all transactions with multiple lines of businesses, where applicable. If the state only allows for a single LOB when reporting, our system would select the coverage that is associated with the greatest premium amount $.

✓

transaction_line_of_business_coverage

The premium breakout (rounded to the nearest cent) without the dollar sign in the string.

Broken-out premiums should be separated by a pipe symbol “|” and should be in the same order as the transaction_line_of_buisness_list.

Whether there is a single line of business or multiple, the premium total should always equal the total added in the premium field above.

✓

non_admitted_insurer_code

OR for multiple insurance companies use:

non_admitted_insurer_code_list

This is the NAIC code associated with the insurer. Refer to the Insurance Company import list which can be downloaded here.

For policies with multiple insurance companies, provide the NAIC insurer code list. Multiple values are separated by the pipe symbol “|”.

For Lloyd's policies, use “AA-1122000”. Also, review syndicate_list and syndicate_list_coverage.

This requirement depends on the state requires an insurance company breakdown. As this varies by state, we recommend importing all transactions with multiple insurance companies, where applicable.

Example: 26883|35351

Must also provide details in non_admitted_insurer_code_coverage
Sample fields with Multi-Companies:

“non_admitted_insurer_code_list": "26883|35351",
"non_admitted_insurer_code_coverage”: ”60|40”

✓

non_admitted_insurer_code_coverage

Applicable percentage breakdown. For single insurance companies, list "100" here. For multiple insurance companies, list the breakout. This value would be the percentage breakdown in 100 based values (without the “%” sign). List these in the same order as the non_admitted_insurer_code_list. Multiple values are separated by the pipe symbol “|”.

The requirement depends on if the state requires an insurance company breakdown. As this varies by state, we recommend importing all transactions with multiple insurance companies, where applicable. If a state doesn't allow for multiple to be reported, then our system would select the carrier with the greatest percentage and report the amount with that carrier.

Example: 60|40

✓

syndicate_list

Syndicate list breakdown for Lloyd's ONLY policies, for mult-carrier policies that have Lloyd's and non-Lloyd's carriers, please refer to the note below.

Multiple syndicate codes should be separated by the pipe symbol “|”.

The requirement depends on agency settings and if the state requires a syndicate list breakdown when filing. To simplify the import process, we recommend that you import all Lloyd's policies with a syndicate list breakdown (if possible). If the state does not require it, the breakdown will be ignored.

Example:

"non_admitted_insurer_code": "AA-1122000", "syndicate_list": "AA-1120131|AA-1120124", "syndicate_list_coverage": "60|40"

Syndicate lists are required for multiple states. A full list can be found here:

NOTE: Should you have Lloyd's and Non-Lloyd's carriers, then import transactions with multiple insurance company breakouts where the syndicates would be included in this breakout rather than as a separate syndicate field.

Depends

syndicate_list_coverage

Syndicate list breakdown should be listed as percentages without the percentage sign "%". Can be up to 5 decimal places.

Example (50.55|49.45).

Multiple values are separated by pipe the symbol “|”. Keep the percentages in the same order as the list above.

The total amount for the array must equal up to 100.

Depends

premium

Policy premium

If omitted 0 (zero) amount will be imported

agency_fee

Policy / Broker / Agency Fee or other revenue-generating fee charged and retained by the brokerage to cover admin costs.

If omitted 0 (zero) amount will be imported

inspection_fee

Inspection / Audit / Underwriting Fee or fee retained or required to be charged by the carrier.

If omitted 0 (zero) amount will be imported

collection_fee

Collection Fee, which is a fee charged to the insured for the collection of the invoiced amount.

Only applicable for KY. This is a non-taxable fee.

If omitted or left null, this will import as "0" (zero).

sl_tax

Surplus Lines Tax (name may vary slightly by state).

The requirement depends on the Agency account setting if tax import is optional.

If left null, 0 (zero) amount will be imported.

stamping_fee

Stamping Fee (name may vary slightly as FSLO fee in Florida).

The requirement depends on the Agency account setting if tax import is optional.

If applicable in the state and the amount is left null, then 0 (zero) amount will be imported.

sl_service_charge

Currently active only in the states of OR and MS.

If applicable in the state and the amount is left null, then 0 (zero) amount will be imported.

municipal_fee

Currently active only in KY.

If applicable in the state and the amount is left null, then 0 (zero) amount will be imported.

fm_tax

Fire Marshal Tax based on Line of Business. Active in IL, OR, MT, and SD and is based on premium amount.

The requirement depends on the Agency account setting if tax import is optional.

If applicable in the state and the amount is left null, then 0 (zero) amount will be imported.

empa_tax

EMPA tax is active in the state of FL and is based on Line of Business. This value is also used (field is renamed on the UI) as the CT Healthy Home Assessment for property type coverages in CT.

If applicable in the state and the amount is left null, then 0 (zero) amount will be imported.

total

We recommend leaving this as null

total amount = premium + all taxes + all policy fees.

If omitted, the system will sum up and import the total automatically.

commission_received

Is commission received? Currently only applies to NH.

Yes = 1
No = 0

If the commission is received, policy fees cannot be charged. If omitted, a 0 (zero) value will be imported.

mailing_insured_name

Full insured name as it appears in policy documents

✓

mailing_address

Insured mailing address

✓

mailing_address2

Insured mailing address line 2 (if applicable)

mailing_city

Insured mailing city

✓

mailing_zip_code

Insured mailing zip code

✓

mailing_state_code

Insured mailing state. 2 letter state code abbreviation.

Example: "CA" = California or "FL" = Florida

✓

insured_entity

Insured entity types are used for states that may consider certain entity types tax exempt. If omitted, "commercial" will be used.

Insured Entity Types are listed below:

Import Code

individual

commercial

governmental

federal

tribal

hospital_alliance

state_approved_tax_exempt

Currently only applies to SC, NC, TN & FL. If known, this can be imported for every state and InsCipher will ignore the value in the states where it isn't applicable.

Depends

insured_email

Email address for the Insured

Depends

insured_phone

Phone Number for the Insured

Depends

insured_county

Mailing County

Depends

physical_same_as_mailing

If the Physical State is the same as the Mailing State, then set this value = 1

If the Physical State is NOT the same as the Mailing State, set this value = 0.

IMPORTANT: If you make the physical state the same as the mailing state then you will need to make sure that both addresses are added with valid "States" codes or you will receive an import error.

✓

physical_address

Physical address

Required if Physical State is NOT the same as Mailing State.

Depends

physical_address2

Physical address line 2

Depends

physical_city

Physical City

Required if Physical State is NOT the same as Mailing State.

Depends

physical_zip_code

Physical zip code

Required if Physical State is NOT the same as Mailing State.

Depends

physical_state_code

Physical state. 2 letter state code

Required if Physical State is NOT the same as Mailing State.

Depends

agent_id

Each Agency and Agent user is assigned an "Agent ID". This value associates the transaction to a specific user.

If agent_id is omitted, the system automatically associates the transaction tot he parent Agency Admin user.

Only applies if you have multiple agent users where you want to track the agent or account manager that is tied to the policy. Otherwise, leave blank.

retail_producer_name

Retail Producer Name

Required for filing in DE, OR, MS, MO, WA, PA, and CA if the business is written through a Retail Agent/Producer.

Depends

retail_producer_license

Retail Producer License Number

Required for filing in DE, OR, MS, MO, WA, PA, and CA if the business is written through a Retail Agent/Producer.

Depends

retail_agency_name

Retail Agency Name

Required in DE, OR, MS, MO, WA, PA, and CA if the business is written through a Retail Agent/Producer.

Depends

retail_agency_license

Retail Agency License Number

Required in DE, OR, MS, MO, WA, PA, and CA if the business is written through a Retail Agent/Producer.

Depends

retail_address

Retail Producer’s Address Line 1

Required in DE, OR, MS, MO, and WAif the business is written through a Retail Agent/Producer.

Depends

retail_address2

Retail Producer’s Address Line 2

Required in DE, OR, MS, and WA if the business is written through a Retail Agent/Producer.

Depends

retail_city

Retail Producer City Location

Required in DE, OR, MS, and WA if the business is written through a Retail Agent/Producer.

Depends

retail_state

Retail Producer State Location

Required in DE, OR, MS, and WA if the business is written through a Retail Agent/Producer.

Depends

retail_zip

Retail Producer Zip Code Location

Required in DE, OR, MS, and WA if the business is written through a Retail Agent/Producer.

Depends

retail_phone_number

For future development

Depends

retail_email_address

For future development

Depends

associated_producer

License number of the associated producer, should this differ from the surplus lines license. Associated producer is meant to be used when the agency license is being used to file but the state asks for a particular broker within that agency to be listed. It is different than retail producer. For instance, in CA, associated producer is the “transactor” for the policy.

Only applicable in PA, CA

Depends

sop_name

Service Of Process Name

Currently, applies to AL and OK.

Service of Process (aka service of suit) is a clause used in the event of a failure to pay amounts claimed under the policy, insurers agree to submit to any court of competent jurisdiction in the US to accept summonses and complaints. If asked for in the portal, including the Service of Process information that is included in the policy documents.

Depends

sop_address

Service Of Process Address

Currently, applies to AL and OK.

Depends

sop_address_2

Service Of Process Address 2(if applicable)

Currently, applies to AL and OK.

Depends

sop_city

Service Of Process City

Currently, applies to AL and OK.

Depends

sop_state

Service Of Process State. 2 letter state code

Currently, applies to AL and OK.

Depends

sop_zip

Service Of Process Zip Code

Currently, applies to AL and OK.

Depends

dc_naic

Declining Carrier NAIC Code

Declining Carrier is an admitted insurance carrier that has declined the request for coverage.

Multiple values are separated by pipe symbol “|”.

Currently available in SC, TN, IN, NY, and CA - Necessary for SL-2 creation when not attaching SL2 Form

Here is a mapping sheet that describes all of the declining carrier fields.

Depends

dc_date_declined

Declining Carrier Date Declined

Currently available in NY, CA - Necessary for SL-2 creation when not attaching SL2 Form

For future logic, if added, multiple values are separated by pipe symbol “|” and is required if there are multiple NAIC codes. If you want to view the states that eventually will begin requiring this field, please see this mapping sheet and use the filter to show those fields that are inactive.

dc_declining_reason