Inbox

The Inbox displays files sent to your mailbox. The files in your mailbox are usually sent from insurers, which then arrive in an Available or Sent status. A file with an Available status remains in the mailbox until you release it; its status is then updated to Sent. A file with a Sent status enters an active queue to be picked up by your brokerage management system. A file is marked as Received status once your brokerage management system's download process retrieves it from the active queue.

As a  brokerage, you typically only access the Inbox as you receive files from insurers.

1. From the Exchange home page, click the Exchange Menu button in the top right corner and select Mailbox.

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2. The Inbox tab defaults selected. Search parameters default in each of the required fields but these selections can be changed if necessary.

1. Modify the Start Date and/or Stop Date fields to determine the date range. There is no date range restriction; however, because of data retention policies, the mailbox typically contains only 120 days of data.

2. Enter or select an insurer account ID (ECS Account) in the Sent From field. If you do not know the account ID, enter the insurer name. As you begin typing, matching options display based on your Trading Partners enabling you to select an option from the dropdown menu, if applicable. If a insurer is no longer in a trading partnership with your brokerage or if the insurer account ID does not display in the dropdown menu, enter the entire insurer account ID in the field.
   
   If you leave the Sent From field blank, the search returns results for all accounts.

3. Enter a policy number in the Policy Number field to narrow your search to files that contain the policy number you enter. The entire policy number must be entered in the field in order for it to be used in the search.

4. Enter an agency code in the Agency Code field to narrow your search to files that contain the agency code you enter. Enter the entire agency code and it must be an exact match to be used in the search.

5. Select a status in the Status field to narrow your search results to display only files with the select status(es). You can select one or multiple statuses in the dropdown menu.
   
   If you leave the Status field blank, the search returns results for all statuses.

6. Select a download type in the Download Type field to narrow your search results to display only files with the selected download type(s). You can select one or multiple download types in the dropdown menu.

• eDoc

• Policy

• Unknown: This download type displays for a file when the file came through and Exchange could not determine what the download type was for the file. Files with this download type are functional and are processed the same as other download types.

If you leave the Download Type field blank, the search returns results for all download types.

7. Select the Search all my mailboxes checkbox to search for files across all mailboxes. You can only search all mailboxes when you include an account ID, policy number, or an agency code in your search criteria.

3. Click Search. If your search returns no results, the message No results found. Please try again with new search criteria displays. Modify your search criteria or try again later with the same search criteria. Click OK on the pop-up message.
   
   If your search returns over 150,000 results, the Data Limit Exceeded window displays allowing you to either click Cancel to modify your search to narrow the results, or click Export to CSV to download the returned results.
   
   Click the Reset link label to reset all search criteria to their default settings.

4. A list of results displays. Change how the files display in the list if necessary.

   • To sort by any of the columns in the list of search results, click the column header. To sort in the reverse order, click the column header again.
     
     The header of the column currently used as a sort displays with an upward arrow  if sorted in ascending order and a downward arrow  if sorted in descending order.

   • To narrow the results, enter a portion of the content of any of the columns in the search field. The list refreshes automatically as you type.
     
     To clear your current search, click the Delete button in the field.

   • Change the columns that display in the list.

     1. Click the Column Chooser button .
     2. The Column Chooser window displays. Select the checkbox next to each column that should be included in the list.
        
        Deselect the checkbox next to each column that should be removed from the list.
     3. Click the X button to close the window.

   • Apply a filter to narrow the list of search results based on the column contents.

     1. Click the Filter button on the column by which you want to filter.
     2. The Filter pop-up window displays. Select the checkbox beside each item you want to include. Click the Select All checkbox to select all items. Use the search field to locate a specific item in the list.
     3. Click OK to filter the list.
        
        The column’s filter button displays in dark gray when a filter is applied to it.
     4. Repeat these steps to apply filters on additional columns if necessary.
        
        To remove an individual filter, click the Filter button on the column that has the filter you want to remove, deselect all checkboxes on the pop-up window, and click OK.
        
        To remove all filters, click the Clear Filters button.

The list displays 100 items per page by default, but you can change this selection if you prefer. If additional pages of items are available, use the Previous Page and Last Page buttons to scroll through them, or click on a page number.
To export all the data or data only from the selected rows displaying in the list to an .XLSX file, click the Export button and select Export all data or Export selected rows in the dropdown menu.

Click the link in the Filename column to view additional information on the file as well as a link to export the file. This view also provides a filterable list of all transactions included in the file and the options to export details and resend one or more transactions individually, and view the details of a transaction without having to download a local copy of the file. You can also view the file history, which provides detailed information on the receiving of the file and any associated events. When viewing the transaction details of an eDoc, a list of attachments is included in the view with an option to view each attachment file in your browser.

5. Select the checkbox for each file to perform an action. Selected files are highlighted in gray.

You can perform the following actions:

• Click Hold (Sent files only) to delay the file from being received until its Hold status is released.

• Click Release (Available or Hold files only) to remove the available status and/or hold status of the checked file(s).

• Click Cancel (Available, Sent or Hold files only) to remove the file from your brokerage's mailbox, preventing it from being downloaded.

• Click Resend (Received files only) to add the file to the active queue so that it can be downloaded again. You might do this if you experience a technical issue and the file does not download correctly. Resent files are added to the active queue to be downloaded and will display a Sent status with the previous received date. Received date and Status will update when the file is retrieved by the management system.
  
  This is available from the Inbox tab or from the File Info screen. The Resend button on the File Info screen provides you the option to resend one or more transactions individually on the file.

• Click Export Details to export the insured information of the selected file(s) to .CSV file which can be opened with Microsoft Excel.
  
  This is available from the Export dropdown menu on the Inbox tab or from the button on the File Info screen. The Export Details button on the File Info screen provides the option to export one or more transactions individually on the file.

• Click Export File to download the file and save a copy locally.
  
  This is available from the Export dropdown menu on the Inbox tab or from the button on the File Info screen.