Producer Portal

Producer Portal Specification

Design the feature specification and integration requirements for an insurance agency producer portal — a self-service interface where independent agents, captive sub-agents, or CSRs can submit business, manage existing accounts, access documents, and track commissions without requiring staff intervention.

Portal User Types and Access Levels

Define who accesses the portal and what they can do.

Feature 1: Authentication and Access Control

Authentication requirements:

• Email and password (minimum: 12-character, complexity enforced)
• Multi-factor authentication (MFA) required for all users — TOTP (Google Authenticator) or SMS OTP
• MFA enrollment required on first login; cannot be bypassed
• Single Sign-On (SSO): support SAML 2.0 or OIDC if agency uses O365 or Google Workspace
• Password reset: self-service via verified email link (expire after 60 minutes)
• Failed login lockout: 5 consecutive failures → account locked → admin unlock or 30-minute auto-unlock
• Session management:
  • Session timeout: 30 minutes of inactivity
  • Absolute session limit: 8 hours regardless of activity
  • Single session per user (second login invalidates first — or allow with notification)

Role-based access control:

Feature 2: New Business Submission

Submission flow:

1. Producer selects LOB from supported lines menu
2. System loads intake form for selected LOB (ACORD-mapped fields)
3. Producer completes applicant, risk, coverage, and prior insurance sections
4. Document upload (prior dec page, loss runs, MVR authorization, photos)
5. Submission validation:
   • Required fields complete
   • Date fields valid
   • Policy number format validates (if transferred)
   • File types accepted (PDF, JPG, PNG — max 25MB per file, 100MB per submission)
6. Producer certifies accuracy and submits
7. Submission ID generated and displayed; confirmation email sent to producer
8. Submission routed to agency underwriting or carrier per workflow rules

Submission tracking dashboard:

Notifications sent to producer:

• Submission received (immediate)
• Submission assigned (when underwriter picks it up)
• Quote ready (with quote document attachment)
• Bind confirmation
• Declination (with declination reason)
• Additional information requested (with specific items needed)

Feature 3: Policy Management

Policy search:

• Search by: insured name, policy number, VIN/property address, effective date range, LOB
• Results table: insured name, policy #, LOB, carrier, effective date, expiration date, premium, status

Policy detail view:

Policy actions (based on user role and policy status):

Feature 4: Document Library

Document categories available:

Upload capability (for CSRs and principals):

• Upload supporting documents to a policy record (signed forms, correspondence)
• File type and size validation
• Document indexed to policy number and document type for searchability
• Uploaded documents visible to all agency staff with access to the account

Feature 5: Commission Dashboard

Access: Principal Agent and Read-Only (full); Sub-Agent (own commissions only)

Commission summary view:

Commission detail table:

Payment schedule:

• Display next expected payment date
• History of past payments with reconciliation detail
• Downloadable commission statements (PDF and CSV) for accounting

Commission dispute submission:

• Flag individual commission line items as disputed
• Enter dispute reason and expected amount
• Routed to agency accounting for resolution
• Status tracking (submitted / under review / resolved)

Feature 6: Notifications and Communication

Notification preferences (configurable per user):

Secure messaging:

• Message thread per policy or submission
• Producer ↔ agency staff only (not carrier direct)
• All messages stored; audit trail maintained
• Unread message count displayed in portal header
• Email notification for new messages (configurable)

Agency Management System Integration Requirements

The portal must integrate with the agency's AMS (Applied EPIC, Vertafore AMS360, HawkSoft, or custom).

Authentication integration:

If the agency uses AMS login credentials, implement SSO so producers use one set of credentials for both the AMS and the portal.

Output Format

Deliver two artifacts:

1. Portal Feature Specification — Full feature list with user story format (as a [user type], I can [action] so that [benefit]) and acceptance criteria for each feature

2. AMS Integration Requirements — Integration point table with field mappings, sync frequency, connection method, error handling, and data validation rules