In May of 2021, KPA's Risk Management Center (RMC) introduced OCR for the COI track. The following video discusses that feature:
Using the import feature in COI Track can save significant time by eliminating the need to manually input all required fields from a vendor's certificate. If the COI being imported is a standard ACORD 25 form that is clear, clean, and legible, the OCR process works with minimal errors. However, import mistakes can still occur, and OCR processes are never 100% accurate. Therefore, we always recommend double-checking the imported COI before approving it. The clearer the COI, the smoother the import process.
Steps for importing a COI (or multiple COIs)
1. Navigate to COI Track
- From the Applications tab, select COI Track.
2. Access the Import Feature
- Click on the 'Setup' icon and choose the Import Certificates of Liability option from the dropdown menu.
3. Select Files for Upload
- Use the Select File icon to choose the file or files you wish to upload. The RMC will remind you of the information shown in the instructional video above. Note that only the first page of an ACORD form will import; all other pages will remain as attached documents. For this reason, it is generally recommended to import only the first page of a COI.
4. Receive Import Notifications
- Once a certificate has been successfully imported, the current user logged in will receive an email with details about the import and successful fields. If the import was not successful, the email will provide possible reasons why. *Note: Letters of Insurance may not always populate automatically within an imported certificate. This is a key area where we recommend double-checking after a successful import.
5. Review Imported Certificates
- The successfully imported certificate will appear in your Pending Certificates. To view these, select Manage Certificates from the toolbar, and then choose Pending from the dropdown menu.
6. Verify Imported Certificates
- After reviewing the imported certificate for any errors, select the checkbox to the left of the certificate name and choose to Verify it. Once a certificate is verified, it will appear under Received Certificates.