Portal Account Establishment Video
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Presentation Script of Portal Account Establishment Video
(Initial Slide: Vertafore logo, title of presentation, presenter's name.)
Today we’ll be reviewing Virginia’s new Company Assessment Portal. My name is Connie Osters, I’m a Senior Product Analyst with Vertafore. The Virginia Bureau of Insurance has contracted with Vertafore to maintain their insurance data, as well as to build various software solutions such as the portal we’ll be reviewing today.
(Slide change: agenda items appear.)
We will introduce the portal to you. Talk about the timing of the portal. Review the administrator account setup and have a demonstration which will include looking at the user setup that entails adding and managing users as well as filtering user lists.
(Slide change: list of assessment types appears.)
The Virginia Bureau of Insurance has developed an online Company Assessment Filing Portal to submit and pay the Bureau’s Maintenance, Fire, Flood, HEAT and Fraud assessments electronically.
The Assessment Contact for each carrier will receive an invitation to setup an Administrator account to use the Portal. That invitation will come by email.
(Slide change: information about portal availability appears.)
At this time, it’s important that each carrier understand how to setup their account and enable other users as needed. Today’s demonstration will help you understand how to do these tasks.
Annually there will be a period where the portal is closed for submission and payment. Another demonstration will be available to assist with the submission and payment process due to open in January.
(Slide change: information about assessment contacts and roles appears.)
As we mentioned, each company has an assessment contact who will receive an email to establish their administrator account. The assessment contact is on the system of record for the Bureau and is used to establish the portal administrator account. The administrator account can assign roles or assign additional administrators as needed. There are three possible roles: the Security Administrator, the Assessment Submitter, and the Assessment Payor. We will describe these roles in more detail as we do the demonstration.
(Slide change: display illustrates link to 'View Invitation.')
So, let’s get started!
When you receive your emailed invite from the Bureau, you need to click on the link in the email that says “VIEW INVITATION” in the blue box.
(Slide change: display illustrates 'Account Setup.')
At the next screen, click ‘Create an Account’, ...
(Slide change: display illustrates account verification.)
... then confirm your information and...
(Slide change: display illustrates setup terms and conditions)
...at the following screen set your password for the account and agree to the terms and conditions. Once that’s complete, you’re ready to login.
(Slide change: list of demonstration agenda items appears.)
(Slide change: log in screen is displayed.)
At the login screen, you need to enter your email address, your NAIC ID or Virginia license number, and your newly established password. Please take note that at this login screen there is a ‘Forgot your password’ link that will send you an email that will allow you to reset your password.
(Slide change: Vertafore Company Assessment screen is displayed.)
Once you are logged in, there are a few things to review.
The first thing that is called out is the message that describes that the portal is closed and that it will open in the beginning of January. There are options currently open and available. The account administration and maintenance option remain available and that is what we will be discussing today.
At the bottom of the screen, there are blue links to “Company Assessment Home” (the VA Bureau’s page on the Virginia website).
(Slide change: Bureau of Virginia's Company Assessment webpage is displayed.)
(Slide change: return to Vertafore Company Assessment screen display.)
(Slide change: return to Vertafore Company Assessment screen and illustration of Assessment Contact box.)
One of the more useful links is the “Assessment Contact” link. If you are logged into the account (with any role), you can click this link to see your company’s Assessment Contact on the Company record, should you need to consult with them about the account.
(Slide change: return to Vertafore Company Assessment screen and location of NAIC identifyer.)
On the right side of the screen, your NAIC ID or License number is shown. As you can see, this account is not setup to accept submissions/payments at this time – that service will not open until January.
(Slide change: return to Vertafore Company Assessment screen and illustration of My Profile edit options.)
You will want to verify your profile by clicking on “My Profile” in the upper right corner of the screen. First/Last Name, Phone and Email address are required fields. As the initial Administrator on the account, you will have all three possible roles enabled.
Let’s talk about those roles.
Security Administrator -- Can assign roles and establish additional administrators and users as needed.
Tax Assessment Payor -- This is the individual that would submit the payment.
Tax Assessment Submitter -- This is the individual that would submit the filing(s).
(Slide change: return to Vertafore Company Assessment screen.)
As the Administrator, you are encouraged to set up an additional administrator as a backup to ensure that the portal is always accessible.
(Slide change: display of 'Manage Users' feature appears.)
In the upper right corner, you’ll see the “Manage Users” link. This is where you can enable additional users and administrators for this company. With each new user you add, you’ll need to enter their first/last name, phone number and email address. Then you’ll pick the roles they should have in the account. The Bureau and Vertafore recommend that you setup a second backup person as an Administrator on the account to ensure the portal is accessible.
(Slide change: display of 'Add User' feature appears.)
Add user is selected and the user information is entered. Required information is indicated with a black line. A user may be added with one, two or all three of the roles.
(Slide change: display of 'Add User' submit results box appears.)
When the user is added you are told that the user has been successfully added and that the user has been sent an email with instructions for activating their account.
(Slide change: return to 'Manage Users' screen displays table data of users/roles.)
When you add a user, their name will populate in the list of users. Their status will read as “Invited”, and an email will be sent to that contact from the portal, inviting them to become a user. They need to click on the “VIEW INVITATION” blue box, followed by clicking ‘Create an Account’ just as we did in the beginning, and enter their information and desired password to login. Once they are setup, their status will change to Active within the account.
There are four different statuses:
- Invited – This means that you’ve added the new user, and the invitation has been sent to them.
- Pending – This status means the new user has opened the email and is in the process of setting up their login.
- Active – This status means the user is ready to perform any actions permitted by their roles.
- Inactive – This status means the user cannot perform any actions, and cannot login to the account
As an administrator, you can change those statuses by clicking on the three vertical dots on the right-hand side of the user record.
(Slide change: displays Reactivate User pop up window.)
If the user is active, you can deactivate them, change their roles, or edit their profile. If the person is “Invited”, you have different options. You can “resend the invitation” in case they didn’t receive it or deleted it in error, or you can cancel the invitation entirely. If the user is inactive, you have the option to reactivate their account, which would send a new invitation email to that user.
(Slide change: return to 'Manage Users' screen and filter options.)
Another item to note is the ability to filter users, this is in the upper left side of the screen and is labeled “Filter By”. I can also sort the user information by clicking on the headers labeled User, Role and Status within the table.
There are some important items to remember:
DO NOT have more than one portal page open at a time. Having more than one portal page open will cause errors as you proceed through the process.
- Use a supported browser like Internet Explorer or Chrome. Do not use a portable or mobile device to access the portal.
(Slide change: toggle of display between Vertafore Company Assessments portal home and Manage Users screen.)
- Anytime you want to return to the dashboard/home page, simply click on the large white SCC letters in the upper left-hand corner of the screen.
- The portal timeout is 15 minutes. If you leave the page open for more than 15 minutes without making any updates or navigating the website, your changes will not be retained. This applies both to the user setup we are discussing today, as well as the submission/filing process that will open in January.
- If you cannot remember your password to login to the account, use the “forgot password” link on the portal homepage.
(Slide change: display logout/sign-in screen.)
- Be certain to logout and close the browser tab/window when you are finished using the portal.
Let’s go back to the presentation.
(Slide change: return to Demonstration Agenda display.)
(Slide change: Thank you.)
I hope this has been helpful. Have a good day.
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