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Digital Assets (Client Organizations)

Digital Assets (Client Organizations)

Owned by Former user (Deleted)
Last updated: Jul 15, 2024 by Barb Boothe



Given that APEXA is a contracting system, the system has been designed to closely replicate the existing contracting process. The system will house agreements (“signable” electronic documents), read-only files and packages that allow each partner organization to facilitate contracting within the system. This section details how these assets are created, maintained and used in APEXA.

Agreements

An Agreement is the (once physical) document that passes between parties to create the contract. The system uses the information within APEXA to pre-fill portions of the Agreement and then uses e-signature functionality to gather the required signatures.

Agreements are built by APEXA. Your organization will have provided your agreements to APEXA prior to onboarding. APEXA will create digit versions based on discussions with your organization describing who should sign and how many variations are needed. If you want to make updates to agreements later, your administrator will inform APEXA.

To view the history of an Agreement, which includes the previous revisions of the Agreement, when it was modified and by whom, select Revisions from the lower left-hand Agreement Menu. 

Documents

You may have documents that you wish to provide to Advisors or Corporations that do not require a signature. APEXA will allow you to upload these documents (see acceptable formats below) and include them in your contracting packages. When included in a package, the Advisor/Corporation is required to “read and accept” the document, but the document will not be pre-filled with information, nor will it be able to gather a signature.

How To – Upload a Document
  1. Select Assets from the left-hand menu.
  2. Select Documents from the resulting sub-menu.
  3. Click the Add button in the top right-hand corner.
  4. Provide an English Title and a French Title for your document*.
  5. Provide an English Description and a French Description for your document*.
  6. Upload the appropriate file in English and French*.
  7. Add Tags (optional).
  8. Click New Revision in the top right-hand corner to save your document.

*only one language or the other is required, depending on the availability of the document.

Documents that you upload in APEXA must be in .doc or .pdf format. 

To edit a document (update the document name or description, or update the document file), click the Edit button in the top right-hand corner.

To view this history of a document, which includes the previous revisions of the document, when it was modified and by whom, select Revisions from the lower left-hand Document Menu.

Packages

In APEXA, relationships are formed and maintained by passing “packages” back and forth between parties. There are four types of packages in APEXA:

(1)    Contract packages are used to establish a contractual relationship between parties in the system. Contract packages usually contain an agreement document and other supplementary information and documentation that accompanies the initial contracting process.

(2)    Maintenance packages are used to request additional information from an Advisor or Corporation with whom a contractual relationship has already been established. These are very customizable packages, as items can be deleted by the user who added the package to the contract, and the same maintenance package can be added to a contract multiple times.

(3)    Requirement packages are used to request additional information from an Advisor or Corporation with whom a contractual relationship has already been established. For example, a requirement package might contain a set of documents to be completed just by Advisors with a history of bankruptcy.

(4)    Transfer packages are used when transferring a contract from one party to another. This type of package contains transfer-specific documents, and may also contain a new agreement to form the new contract once transferred.

Packages allow your organization to group agreements and supporting documentation, as well as any additional questions or data requirements, together to be sent down the contracting chain. Packages allow you to add specific questions for a party to respond to and request supporting documentation, depending on the circumstance.

When a user is selecting a package, only those packages applicable to the given scenario will be presented. Packages can be shared with other partners, to allow the MGA to share contracting packages, for example, on a Carrier’s behalf.


How To – Create a Package

  1. Select Assets from the left-hand menu.
  2. Select Packages from the resulting sub-menu.
  3. Click the Add button in the top right-hand corner.
  4. Provide an English Title and a French Title for your package*.
  5. Provide an English Description and a French Description for your package*.
  6. If you want other parties to be able to send this package on your behalf, select Useable by Third Party.
  7. Select the Type of package (see descriptions above).
  8. Enter any applicable Tags.
  9. Click Next.

*only one language or the other is required, depending on the availability of the document.

If you are creating a package with type Requirement or Maintenance, skip ahead to Step 3. 


  1. Select the Target Party Type - this is the party that you wish to build the contractual relationship with. For example, if you wish to build a relationship between yourself (Carrier) and the MGA, you would select MGA as the Target Party Type.
  2. Indicate if a first piece of business is required (Note: this is for informational purposes only and does not have any impact to the contract).
  3. Enter the Minimum Required E&O Coverage Amount that the advisor is required to carry to qualify for this contract.
  4. Enter the Termination Notification Days per the agreement to be included in this contracting package.
  5. Indicate if any agreements included in this package will Require Shareholder Signature.
  6. Indicate if you Require Social Insurance Number (Note: applies to Advisors only).
  7. Select the Allowed Payment Options for this package from one of the following – Cheque by mail only, Direct Deposit only, Both, No Banking Information to be attached.
  8. Enter the number of years you require the agreements, documents & questions to be retained (after termination) in the Retention Period field.
  9. Click Next.

Note: if you do not wish to include any agreements or documents in your package, you can skip this step.

  1. Click the Add button in the top right-hand corner.
  2. Select the agreement or document you wish to attach from the Document Selection drop down.
  3. Repeat steps 19 & 20 as necessary for all agreements & documents to be included in the package.
  4. Click Next.


Note: if you do not wish to include any questions in your package, you can skip this step.

  1. Click the Add button in the top right-hand corner.
  2. Select the Question Type from the drop down.


(See below for detailed instructions on creating each question type)


Questions

Within packages, users have the ability to create questions to be answered by parties within the contracting chain. The question and answer can be added into an Agreement, and the answer can be viewed by those within the contracting chain.

The system allows users to define the following type of questions within a package:

  • Free Form questions allow you to pose a question to an Advisor and provide them with a free form comment box in which to provide their answer
  • Multiple Choice questions allow you to pose a question and provide a set of available answers for the Advisor to choose from
  • Yes/No questions allow you to pose a question to which the Advisor can answer yes or no
  • File Upload questions allow you to request additional documents from the Advisor


How To – Create Questions (Packages)

Free Form Questions

  1. Select Free Form as your Question Type.
  2. Enter the English Text and/or French Text for your question*.
  3. Add a Custom Key (see below for more information on custom keys), if applicable.
  4. The system will default the Ask for additional details on to “Always”, as this will always be a free form answer.
  5. If you would like the advisor to provide a document in addition to answering the question, select “Always” from the Ask for document upload on drop down.
    1. IF you select “Always,” you will be given the option to specify how you will allow and require the advisor to provide this information. If you allow a method, this will be an option for the advisor. If you require a method, the advisor will be forced to provide the document in that format, prior to proceeding with the contract.
  6. Indicate the party on the contract who will be required to answer this question from the Fulfillment Party drop down.
  7. Click Save.

 *Only one language is required, dependent on the availability of the package. 

The Custom Key allows you to insert questions, and their resulting answers, into your contract. As you have indicated necessary, APEXA will provide these keys for you to enter here to correspond with the agreements that have been pre-built. 

Multiple Choice Questions

  1. Select “Multiple Choice” as your Question Type.
  2. Enter the English Text and/or French Text for your question*.
  3. Add a Custom Key (see above for more information on custom keys), if applicable.
  4. If you would like advisors to provide more details, no matter their answer, select “Always” from the Ask for additional details on drop down.
  5. If you would like the advisor to provide a document in addition to answering the question, select “Always” from the Ask for document upload on drop down.
    1. If you select “Always,” you will be given the option to specify how you will allow and require the advisor to provide this information. If you allow a method, this will be an option for the advisor. If you require a method, the advisor will be forced to provide the document in that format prior to proceeding with the contract.
  6. To add the list of answers for the advisor to select from, click the Add button.
  7. Provide the English and/or French answer text*.
  8. Repeat steps 6 & 7 as necessary to add all options.
  9. Indicate the party on the contract who will be required to answer this question from the Fulfillment Party drop-down.
  10. Click Save.

 *Only one language is required, dependent on the availability of the package.


Yes/No Questions

  1. Select “Yes/NoQuestion” as your Question Type.
  2. Enter the English Text and/or French Text for your question*.
  3. Add a Custom Key (see above for more information on custom keys), if applicable.
  4. You can require that advisors provide more details (text box will appear) dependent on their answer to the question.
    1. “Yes” – they will be required to provide more information if they answer yes.
    2. “No” – they will be required to provide more information if they answer no.
    3. “Always” – they will be required to provide more information, regardless of their answer.
    4. “Never” – they will not be required to provide more information, regardless of their answer.
  5. You can require that advisors provide documentation dependent on their answer to the question.
    1. “Yes” – they will be required to provide documentation if they answer yes.
    2. “No” – they will be required to provide documentation if they answer no.
    3. “Always” – they will be required to provide documentation, regardless of their answer.
    4. “Never” – they will not be required to provide documentation, regardless of their answer.
  6. If you require additional documentation, you will be given the option to specify how you will allow and require the advisor to provide this information. If you allow a method, this will be an option for the advisor. If you require a method, the advisor will be forced to provide the document in that format prior to proceeding with the contract.
  7. Indicate the party on the contract who will be required to answer this question from the Fulfillment Party drop down.
  8. Click Save.

*Only one language is required, dependent on the availability of the package. 


File Upload Questions

  1. Select “File Upload” as your Question Type.
  2. Enter the English Text and/or French Text for your question*.
  3. Add a Custom Key (see above for more information on custom keys), if applicable.
  4. If you would like advisors to provide more information, select “Always” from the Ask for additional details on drop-down.
  5. The Ask for document upload on will default to “Always” as this type of question will always require additional documentation. You will be given the option to specify how you will allow and require the advisor to provide this information. If you allow a method, this will be an option for the advisor. If you require a method, the advisor will be forced to provide the document in that format prior to proceeding with the contract.
  6. Indicate the party on the contract who will be required to answer this question from the Fulfillment Party drop down.
  7. Click Save.

 *Only one language is required, dependent on the availability of the package. 

Package Revision

If you need to make a change to a package, you can edit the package at any time. You cannot, however, change the settings of an existing package. If the settings on a package have changed, you will have to create a new package.

Changing a package, and saving those changes, generates a new revision of that package. Modifying the following fields, however, does not generate a new revision:

  • Name (English/ French)
  • Description (English/ French)
  • Useable By Third Party Flag
  • Tags 
How To – Modify a Package
  1. Select Assets from the left-hand menu.
  2. Select Packages from the resulting sub-menu.
  3. Click on the name of the package to open the package.
  4. Click the New Revision button below the package header.
  5. Make the necessary changes to the package by going back through each step of the set-up wizard.

View Contract & Package Relationship

You have the ability to view all of the contracts that are associated with a given package by selecting Contracts from the lower left-hand Package Menu.

Pushing Changes Out to Existing Contracts

If you have an update to a package that applies to all those contracts on which the package has been applied, you can choose to push the change out to all associated contracts.

How To – Push a new Package Revision to Existing Contracts
  1. Select Assets from the left-hand menu.
  2. Select Packages from the resulting sub-menu.
  3. Click on the name of the package you have revised to open the package.
  4. Select Contracts from the lower left-hand Package Menu. This will display a list of all contracts to which the package has been applied.
  5. To push the new revision to all contracts associated with the package, select Update Contracts. 
  6. Click Ok on the corresponding message if you are sure you want to push out the change.
  7. Open each contract container (by clicking on the Application ID) to manually send the revised package back to the Target Party.

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