Carrier Downloads: Insured and Policy Merging Options Explained

Where to Find Merging Options

1. From the Carrier Downloads section, locate the download session.

2. Click View and Merge Changes.

3. A screen will appear showing the carrier data and the system’s match results.

4. Hover over buttons and drop-down menus to see quick descriptions of what each action does.

System Logic & Scenarios

The system looks for matches based on Insured Name and Policy Information. Here are the three scenarios you may encounter:

1️⃣ No Insured Match Found

• What You’ll See: An ADD button.

• Why: The system couldn’t find an insured by that exact name.

• Your Options:

  • Check box on left and Merge Selected Items at the top right to create a brand-new insured and policy profile.

  • Or, choose Match to an Existing Insured if the insured already exists but is listed differently (e.g., “Smith, John” vs. “Smith, John A.”).

• ✅ Tip: When you manually match, the system will create an alias to recognize the name variation in future downloads.

2️⃣ Insured Match, No Policy Match

• What You’ll See: An Update Insured button.

• Why: The system found an insured with that name but could not confirm a policy match.

• Your Options:

  • Check box on left and Merge Selected Items at the top right to merge into the existing insured profile, and new policy will be created.

  • If you know this is a different person/entity (common with duplicate names like Singh or Cohen), you can create a new insured record.

• ⚠️ Use caution in communities where insureds frequently share the same name.

3️⃣ Exact Match Found (Insured & Policy)

• What You’ll See: A Change button.

• Why: Both the insured and policy match exactly, so the system is 100% confident.

• What Happens:

  • Check box on left and Merge Selected Items at the top right to merge into the existing insured and policy profile.

Update: Assigning Primary Agent

As of June 2018, you can now use the merge screen to:

• Assign or change the Primary Agent on a policy directly from the Carrier Downloads merge process.

Cross Reference: Direct Bill Commissions Downloads

It’s important to note that Direct Bill Commission Downloads are processed differently from policy downloads.

For details, see:
Processing Carrier Downloads: Direct Bill Statements

✅ Summary

Carrier Downloads save time by automatically importing policy and insured data, but they rely on matching logic. Remember:

• ADD = No insured match → create new or match manually.

• Update Insured = Insured match but no policy match → update or create new.

• Change = Exact insured and policy match → apply changes automatically.

By understanding these options, you’ll keep your data clean, consistent, and accurate.