CSV Batch Import: Utah Filings

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

How Do I Perform a Batch Import?

Taking the sample file and filling out the necessary fields, follow these steps to import your CSV batch into the portal.
Click "Save As," choose a name for your file, and remember where you saved it – you'll need that in a minute. Also, be sure to save it as a plain CSV file. The batch can be up to 50 MB. Your batch is now ready to be uploaded into the InsCipher portal!
Now, go to the InsCipher portal and click "Upload Filings":
In the dropdown that opens up, select "Batch Import":
This should bring you to a new page shown below. You will need to select the correct option based on what you are trying to import, filings, documents, or both.
To import the files you can either drag and drop them into the white box or click inside the box and it will bring up a window like the one shown below.
Depending on your selection, please reference the correct instructions below:
1. For Only filings, the sample file above should be used.
2. For Only Documents, you will need to submit a zip file that will contain the documents and a csv for mapping. The screenshot below is an example of the zip file to upload the document "test1.pdf"
  
  Inside that zip file there is a csv labeled "documents.csv", sample here, that has columns for the filing id, the code, and the file name. In this example the csv is linking the pdf "test1" to the filing id 192025.
4. For Both at once you will need to select a csv and a zip file. The "documents.csv", sample here, in the zip file will have a different first column that should be "invoice_number" and should relate to invoice numbers on the transactions document that is uploaded.
Once you have uploaded your files you can press the "Validate" button and if there are no errors you will see the following screen where you can press "Submit":

Congrats! You've uploaded a batch. If your upload was successful, you will see a new screen shown below. You can select "Import Once More" if you need to go through the process for another import or "Filings Import Log" which will take you to the filings import log where you can see your batch's status, imported filings, not imported filings, and error log if there were any filings that weren't able to be imported.

Happy filing!

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.
Follow the "How Do I Perform a Batch Import?" instructions above to make the corrections.

Field Descriptions

To download the latest version of the CSV batch import, click here.

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. Take note, that there are some optional fields that are required depending on the transaction that you are trying to import. There are additional codes that you can find at the bottom of this document such as insurer NAIC codes and lines of business.

Field Title	Description	Optional	Required
policy_number	Policy number.		✓
expiring_policy_number	Expiring Policy Number Optional value that only applies to Renewal* type policies.*	✓
transaction_type	The transaction type you for this submission: PN = New Policy* PR = Renewal Policy* APE = Additional Premium Endorsement RPE = Return Premium Endorsement AE = Audit Endorsements FC = Flat Cancellations *NOTE: file using PN = New Policy if the Agency considers the policy a Renewal and the Company changed from Expiring Term’s Company		✓
account_written_as	Account Written values are listed below If omitted, default Agency setting will be used "DC" = Direct to Consumer "B" = Brokerage (through a Retail Agent)	✓
policy_effective_date	Policy effective date If omitted, today's date is used as policy eff. date		✓
policy_expiration_date	Policy expiration date. If left blank, the default value will be calculated to be 12 months from the Policy Effective Date.	✓
transaction_effective_date	If it is a new/renewal policy, the transaction effective date should always be equal to Policy Effective Date. However, for endorsements/cancellations, the "Transaction Effective Date" is the date the endorsement/cancellation went into effect. If omitted, today's date is used as transaction eff. date		✓
rpg	Risk Purchasing Group? 1 = Yes 0 = No If omitted, No (0) value will be used. Unless you know what an RPG is, set this value to 0.	✓
purchasing_group_name	Required if RPG (rpg field) is set to Yes (1). If not included and RPG = Yes (1), then the transaction will still import but will show RPG error.	✓
ecp	Exempt Commercial Purchaser? 1 = Yes 0 = No Unless you know what this is, set this value to 0.	✓
export_list	Is the line of business on the state’s Export List? 1 = Exempt Yes 0 = Exempt No Unless you know that the line of business code is on the export list, set the value to 0 or leave blank. Currently Required only for the state of Utah.	✓
non_admitted_insurer_code	This is the NAIC code associated with the insurer. For Lloyd's policies, use “AA-1122000”. Refer to the Insurance Company import list which can be downloaded *here*. Lloyds Example: AA-1122000 Non-Lloyds Example: 26883		✓
transaction_line_of_business	This is the Line of Business / Coverage Code associated with the policy. We recommend using the generic lines of business import codes are shown below.		✓
premium	Policy premium Put in 0 if it is not applicable		✓
agency_fee	Policy / Broker / Agency Fee Put in 0 if it is not applicable		✓
inspection_fee	Inspection / Audit / Underwriting Fee Put in 0 if it is not applicable		✓
sl_tax	Surplus Lines Tax is 4.5% of the premium and fees.		✓
stamping_fee	Stamping Fee is .18% of the premium and fees.		✓
total	Total = premium + agency_fee + inspection_fee + sl_tax + stamping fee. If left blank, InsCipher will auto-calculate the total		✓
mailing_insured_name	Insured name as it appears in policy documents		✓
dba	Doing Business As	✓
mailing_address	Mailing address		✓
mailing_address2	Mailing address line 2 (if applicable)	✓
mailing_city	Mailing city		✓
mailing_zip_code	Mailing zip code		✓
mailing_state_code	Mailing state. 2 letter state code.		✓
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 "State" codes or you will receive an import error.		✓
physical_address	Physical address Required if Physical State is NOT the same as Mailing State.	✓
physical_address2	Physical address line 2	✓
physical_city	Physical city Required if Physical State is NOT the same as Mailing State.	✓
physical_zip_code	Physical zip code Required if Physical State is NOT the same as Mailing State.	✓
physical_state_code	Physical state. 2 letter state code Required if Physical State is NOT the same as Mailing State.	✓
agent_notes	Populates the Agent Notes section on the Filing Details page of a Filing Agent/Filing Agency Admin user. Include only if you want to add other information about the policy not captured in any of the other fields above.	✓
invoice_number	Field only required if it used for BOTH FILINGS AND DOCUMENTS at once. Select a CSV and a zip file. The "documents.csv", sample here, in the zip file will have a different first column that should be "invoice_number" and should relate to invoice numbers on the transactions document that is uploaded.		Depends

Document Type Mapping for UT

Use the following codes to differentiate the types of documents you are uploading:

DOCUMENT TYPE CODE	DESCRIPTION OF THE DOCUMENT
POLIC	Policy document for New/Renewal
ENDOR	Endorsement document for Endorsements
EVGF	Evidence of Good Faith for New/Renewal
NTC19040	ECP Affidavit (if applicable)

Lines of Business

To download a list of our Lines of Business, click here.

Insurance Companies

Once you gain access to the InsCipher portal (need login access), you can download
the import codes at any time by going here.

Change History

DATE	DESCRIPTION OF CHANGE
6/20/2023	Title adjustment only (removed old date)
1/24/2023	Revised what is required/not required for Utah submission based on recent system updates.
1/17/2023	Added file size limit to article