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Version 2.4.79 Bridge User Guide User Guide - Document Configuration

Bridge

User Guide - Document Configuration

Version 2.4.79

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Table of Contents

TABLE OF CONTENTS.........................................................................................I

INTRODUCTION...................................................................................................1

Guide...........................................................................................................................1

SETTING UP THE OCEANWIDE WORD RIBBON..............................................2

System Requirements...............................................................................................2

Installing the Oceanwide Word Ribbon...................................................................2

Populating the Oceanwide Word Ribbon.................................................................4

INSERTING PLACEHOLDERS INTO DOCUMENT TEMPLATES......................6

Inserting Placeholders...............................................................................................6Using the Workflow Explorer..............................................................................................6Using the Lookup Lists.......................................................................................................8

DOCUMENT STRUCTURE.................................................................................11

Inserting Form Fields...............................................................................................11

Inserting Grid Fields using Repeater Structures..................................................12Repeaters Within Tables..................................................................................................12Repeaters Within Text......................................................................................................13

Special Formatting...................................................................................................15Applying Number, Date, and Time Formats.....................................................................15

Configuring Digital Signatures...............................................................................17

TRIGGERS..........................................................................................................18

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Using Triggers Within Normal Content..................................................................18

Using Triggers Within Repeater Structures..........................................................21

INDEX..................................................................................................................23

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Introduction

Welcome to the Bridge insurance access portal. The system provides a full workflow, from the administration of products and coverage, to the submission and management of individual policies.

Access to all features, options, and data are controlled by the settings in your user account. This guide is for users with product management rights, covering the creation of templates for generating dynamic documents within the Bridge system.

This guide assumes the user is familiar with the general functions of the system. For instructions on logging in and using common features throughout the system, see the User Guide - Introduction document.

Guide

Click a link to jump to the appropriate section.

Setting Up the Oceanwide Word Ribbon Installation of the Word Ribbon plug-in, and importing the Bridge data for use in documents.

Inserting Placeholders Into Document Templates

Finding and inserting placeholders from the Word Ribbon.

Document Structure How to structure a document using placeholders and repeater structures.

Triggers Using triggers to create conditional text.

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Setting Up the Oceanwide Word Ribbon

The Oceanwide Word Ribbon is a plug-in for Microsoft Word. Once installed and configured, it can be used to insert placeholders into documents that will be uploaded to the Bridge system as templates. When generating documents within Bridge, these placeholders are replaced with live data from the workflow or system information.

System Requirements

In order to use the Oceanwide Word Ribbon for Bridge you will need to have MS Word 2010 or later installed on your computer.

Installing the Oceanwide Word Ribbon

Before you can begin you will need to install the latest release of Oceanwide’s Word Ribbon plug-in for MS Word.

Warning: If a previous release of the Oceanwide Word Ribbon is already installed on your computer you will need to uninstall it before installing the latest release.

To remove a currently installed version of the Oceanwide Word Ribbon:

1. Navigate to your computer’s Control Panel.

2. Select Add/Remove Programs or Programs and Features (Windows 7 and 8).

3. Locate the item Oceanwide Word Ribbon and either double click it, or right click and select uninstall, to remove the plug-in.

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After any previous versions have been removed you are ready to install the latest release of the Oceanwide Word Ribbon.

1. The Word Ribbon installer is generally distributed as a Zip file. Contact your Oceanwide Representative for instructions on obtaining the latest installer.

2. Unzip the files to a folder on your computer. This will include the Setup.exe file and any supporting files.

3. Run the Setup.exe file to begin installation. Follow the on-screen instructions to complete the installation.

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4. After installation is complete, the Oceanwide tab should be available in Word. It may be necessary to close and restart Word to load the plug-in.

5. Before the Word Ribbon can be used, the Bridge workflow data must be loaded. See Populating the Oceanwide Word Ribbon.

Notes:The installation must be performed using an administrator account on the computer. If you have difficulties with the installation, please contact your local IT department for assistance.

The installation must be performed manually. The Word Ribbon cannot be installed by scripting or other automated processes.

Populating the Oceanwide Word Ribbon

Once you have the Oceanwide Word Ribbon installed, you will need to populate it with the field and system data from Bridge.

1. Login to Bridge.

2. In the main menu, Select Product Design, then Export / Import. The Export / Import page opens.

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3. Click Download in the Download Word Ribbon panel. A standard Save/Open dialogue box appears.

4. Save the XML file to a location on your computer where you can easily find it again later.

Tip: This one file contains all available workflows within the Bridge system, so it is not necessary to download multiple versions. However, if any changes are made to any of the workflows, the changes will not be available in the Word Ribbon until a new file is downloaded and imported.

5. Return to MS Word and select the Oceanwide tab.

6. In the Workflow File group, click Select Workflow File to open a standard file selection window.

7. Locate and select the XML file saved in step 4. Click Open. The Word Ribbon updates with the downloaded workflow details.

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Inserting Placeholders Into Document Templates

This section describes how to insert placeholders into a document template using the Oceanwide Word Ribbon. Once the template is uploaded to the Bridge system, generating a document using the template will replace all placeholders with live data from the system.

Four types of data can be pulled in from the Bridge system.

Dynamic fields in panels: These are the normal fields in the submission workflow, where data is entered or selected once. These are inserted as standalone placeholders to pull in the data from the associated field.

Dynamic fields in grids: These are the fields in the submission workflow that are arranged in grids, allowing multiple entries for each field. These are inserted within "Repeater" structures that repeat the content and placeholders for each entry in the grid.

System and Transaction data: This includes system data such as the current time and date (at the time the document was generated) and transaction data such as policy details, information about the companies attached to the transaction (insurer, distributor, and client), and calculated premiums.

Triggers: Triggers are conditional controls defined within Bridge. They are used throughout the Bridge system to control data and options, and can be used in templates to define if blocks of text will be included or excluded when the document is generated.

For a complete list of system variables that can be used in documents, e-mails, and calculated fields, see Appendix B in the Bridge User Guide - Calculated Fields.

Inserting Placeholders

The Word Ribbon provides two methods of finding and inserting placeholders, the Workflow Explorer and the Lookup lists.

Using the Workflow Explorer

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The Workflow Explorer is a pop-up window containing all available placeholders for fields, system data, repeater structures, and triggers, organized in a tree structure. The window can be resized and moved outside of the document window for easy access.

1. In the Workflow group, open the dropdown list and select the appropriate workflow.

Note: It is not recommended to mix fields from different workflows in one document. A generated document can only access data from the workflow where it is generated, and unrecognized placeholders will not be replaced.

2. In the Workflow Explorer group, click View. The Workflow Explorer window opens. If you lose track of the window, it can be found in the windows list or click View again to reset the window.

3. In the document window, place the cursor at the point where the placeholder should be inserted.

4. In the Workflow Explorer window, the top level includes groups for each panel in the selected workflow, plus standard groups for system information and triggers. Click the plus icon or double-click the title to expand the group.

5. Double-click the placeholder. The placeholder is inserted into the document, displayed as the name of the selected field enclosed in double chevrons.

<<FieldName>>

6. The placeholder can be formatted using any standard formatting options within Word, and that formatting will be applied to the data that is pulled in during document generation.

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Note: Placeholders can be copied and pasted, but trying to edit the placeholder manually could cause errors. To change a placeholder, it is best to delete the existing one and insert a new one. The exception is when editing trigger placeholders, detailed here.

Using the Lookup Lists

The Field Lookup and Trigger Lookup groups provide placeholder lists that can be filtered and searched. The Field Lookup group contains all available placeholders for workflow and system data, while the Trigger Lookup group contains all available triggers.

1. In the Workflow group, open the dropdown list and select the appropriate workflow.

Note: It is not recommended to mix fields from different workflows in one document. A generated document can only access data from the workflow where it is generated, and unrecognized placeholders will not be replaced.

2. In the document window, place the cursor at the point where the placeholder should be inserted.

3. In either the Field Lookup or Trigger Lookup group, click the down arrow in the dropdown list to view the available placeholders. Each option displays the name of the field followed by the related panel or system group.

If more than 1,000 placeholders exist, the list will appear empty and must be filtered to reduce the number of available placeholders to less than 1,000.

4. To apply or change the filter:

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a) Enter one or more characters in the lookup field. If any placeholder in the list starts with the entered text, the first matching name will be filled in as a suggestion. Hit Delete to remove the suggested text.

b) Hit Enter to apply the filter. If the list was already open, it will close as the new filter is applied.

Note: If a matching placeholder name was suggested and the suggested portion of the text was not deleted, hitting Enter or trying to open the list will insert the suggested placeholder into the document instead of applying the filter.

c) Click the down arrow to open the filtered list. All placeholders that contain the filter text anywhere within them, including in the related panel or system group name, will be listed.

Tip: Once the filter has been applied, it cannot be removed. However, changing the filter text to a single space will display all available placeholders, as each option includes at least one space.

5. Once the lookup list is open and displaying a range of placeholders, with or without a filter applied, the content can be searched.

Begin typing in the lookup field. As text is entered, the list will jump to the first placeholder that begins with that text, and that placeholder will be displayed in the lookup field.

6. Once the necessary placeholder has been found, hitting Enter will select the highlighted placeholder, or a different placeholder in the list can be selected using the arrow keys or mouse. The placeholder is inserted into the document, displayed as the name of the selected field enclosed in double chevrons.

<<FieldName>>

Note: To insert the same placeholder multiple times in a row, it may be necessary to refresh the filter. Deleting the last character (the closing bracket of the group or panel name) and hitting Enter will achieve this.

7. The placeholder can be formatted using any standard formatting options within Word, and that formatting will be applied to the data that is pulled in during document generation.

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Note: Placeholders can be copied and pasted, but trying to edit the placeholder manually could cause errors. To change a placeholder, it is best to delete the existing one and insert a new one. The exception is when editing trigger placeholders, detailed here.

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Document Structure

This section covers how to structure text around placeholders for both standard form fields and repeater structures for grid data.

Inserting Form Fields

Using form fields is very straightforward. While entering text, position the cursor and insert the placeholder. See the section on Inserting Placeholders Into Document Templates for instructions on finding and inserting placeholders.

When the document is generated, the data being pulled in replaces the placeholder exactly. No extra spaces will be added, so the necessary spaces should be included in the template text, particularly when using multiple placeholders one after the other.

Example:If the template includes the sentence "Contact <<firstname>><<lastname>> for details.", the generated document would contain the following:

Contact JohnSmith for details.

With the text "Contact <<firstname>> <<lastname>> for details.", the text would appear properly:

Contact John Smith for details.

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Inserting Grid Fields using Repeater Structures

If a placeholder for a grid field is inserted in normal text without the repeater structure, it will be replaced with the data from the first entry in the grid, and all other entries will be ignored.

To display multiple entries from a grid, the placeholders and any surrounding text must be enclosed in a repeater structure. This will display all enclosed text and placeholder data for the first entry, then repeat the content again using placeholder data from the second entry, and so on.

Triggers can be applied within the repeater structure to determine if each entry in the grid should be included in the output or left out. See the section on Using Triggers Within Repeater Structures for instructions.

In the Word Ribbon, each panel that contains grid data also includes Table Start and Table End placeholders.

Insert the Table Start and Table End placeholders to mark the beginning and end of the repeater structure. All content between the two placeholders will be repeated for each valid entry in the grid.

Note: The start and end placeholders, as well as any grid field placeholders, must be from the same panel or group. Form field placeholders can be used within a repeater structure, although they will pull in the same data for each repetition.

Repeater structures are commonly created as tables to present the data in a grid structure, however the data can also be presented in standard text. Both approaches are described in the following sections.

Repeaters Within Tables

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To build a repeater table, create a table with one row for data plus any additional rows for headers or footers.

Insert the Table Start placeholder in the first column of the data row, immediately followed by any text or placeholders for that column.

Add any required text or placeholders to the remaining columns.

In the last column, insert the Table End placeholder immediately after the content.

Example: A table is built with columns for each type of premium data available in the Premium Information group. The appropriate placeholders are inserted in each column, and color coded.The Table Start and Table End placeholders are inserted before the content of the first column, and after the content of the last column.

When the document is generated, the placeholders are replaced with the premium data one row at a time.

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Repeaters Within Text

Using repeater structures within normal text is fairly straightforward. Insert the Table Start and Table End placeholders in the text, then insert text and placeholders in-between.

Example: A placeholder for each type of premium data available in the Premium Information group is entered on a separate line.The Table Start and Table End placeholders are inserted before and after the content.

When the document is generated, the placeholders are replaced with the premium data one row at a time, as shown to the right.

Note: All content within the start and end placeholders will be repeated, including hidden formatting characters such as tabs and line breaks . In the example above, a line break is placed before the Table End placeholder, but not after the Table Start placeholder. This causes one blank line to be included with each group of premium details.To view the formatting characters, click the Show/Hide icon in the Word toolbar.

All special characters will be displayed, allowing you to verify the position of the line breaks (¶).

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Special Formatting

While most text formatting can be applied directly to the placeholders, and the formatting will be passed on to the generated text, some formatting options can only be applied once the content is available. These formatting options are incorporated directly into the placeholder field code.

Applying Number, Date, and Time Formats

To change the formatting of numbers and dates during document generation, the formatting codes are inserted into the field code.

1. See the section on Inserting Placeholders Into Document Templates for instructions on finding and inserting placeholders. When the placeholder is inserted, it will appear as follows:

<<FieldName>>

2. In order to configure the placeholder, the field codes must be displayed. Press Alt+F9 to enter "Edit Mode", displaying the structure of the field. The field will appear as follows:

{ MERGEFIELD FieldName }

3. Immediately after the FieldName, enter a single space followed by the format code. A variety of common format codes for numbers and dates are listed in the tables below.

{ MERGEFIELD FieldName \##,##0.00 }

Example number format codes:

{ MERGEFIELD Number \# 00000 } 00023

{ MERGEFIELD Number \# 000.00 } 023.00

{ MERGEFIELD Number \# #,##0.00 } 32,113.10

{ MERGEFIELD Number \# $#,##0.00 } $32,113.10

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{ MERGEFIELD SocSec \# 000'-'00'-'0000 } 123-45-6789

{ MERGEFIELD Number \# "$,0.00;($,0.00) } $3,210.00 (in parentheses if negative)

{ MERGEFIELD Phone \# "(000) 000'-'0000" } (336) 123-4567

{ MERGEFIELD Percent \# "0.00%" } 1.50%

Example date and time format codes:

{ MERGEFIELD Date \@ "M/d/yyyy" } 4/1/2014

{ MERGEFIELD Date \@ "MM/dd/yyyy" } 04/01/2014

{ MERGEFIELD Date \@ "MMM d, yyyy" } Apr 1, 2014

{ MERGEFIELD Date \@ "MMMM d, yyyy" } April 1, 2014

{ MERGEFIELD Date \@ "ddd, d-MMM-yy" } Fri, 1-Apr-14

{ MERGEFIELD Time \@ "h:mm" } 3:05

{ MERGEFIELD Time \@ "h:mm am/pm" } 3:05 pm

{ MERGEFIELD Time \@ "hh:mm 'EDT'" } 03:05 EDT

{ MERGEFIELD DateTime \@ "MMM d, yyyy, h:mm am/pm" } Apr 1, 2014, 3:05 pm

4. Right-click anywhere within the field and select Update Field.

Warning: If you do not “Update Field”, all changes to the field configuration will be lost as the field will revert to default values when you save your document.

5. Press Alt+F9 to exit "Edit Mode". The field codes are hidden and the placeholder will appear as it was when it was inserted.

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Configuring Digital Signatures

The system supports the digital signing of documents through a certification service. A document is generated by the system and then submitted to a digital signature service. The user digitally signs the document, which is then attached to the transaction.

As the document is prepared, the Signature Placeholder can be inserted from the Signature group. Multiple signatures can be added, and the user will need to accept all signatures before the signing is complete.

<<SignaturePlaceholder>>

Unlike other placeholders, the final digital signature is an image. Any text formatting applied to the placeholder will not be shown on the signature. However, background formatting such as highlighting and shading will remain, and the position of the placeholder is maintained.

The document is uploaded as a template and attached to a document configuration in a master cover. The document can then be generated manually from the submission workflow, but will not include the digital signature. For the signing process, a custom integration must be configured and attached to the workflow.

For details on configuring the integration process, see the Integration Configurations section of the User Guide - Product Design document.

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Triggers

All content (text and images) within a document template can be set as optional, and will be included or excluded based on data from the workflow, policy, or system. This is achieved using triggers configured within the Bridge system and inserted into the template.

Document Triggers are evaluated once during document generation, and control a block on content. Repeater Triggers are used in repeater structures. They are evaluated for each row in the grid, and if the trigger evaluates as

false the entire row is skipped.

Using Triggers Within Normal Content

Document Triggers contain the optional content. During document generation, the trigger is evaluated to be true or false and the appropriate content is inserted in place of the trigger.

1. In the document window, place the cursor at the point where the optional text should appear. If the optional content already exists in the document, place the cursor at the beginning or end of the content (it will be moved within the trigger in a later step).

2. See the section on Inserting Placeholders Into Document Templates for instructions on finding and inserting placeholders. When the trigger is inserted, it will appear as follows:

<<OW_TRIGGER_START>>Please Insert Your Content Here<<OW_TRIGGER_END>>

3. In order to configure the trigger, the field codes must be displayed. Press Alt+F9 to enter "Edit Mode", displaying the structure of the trigger field. The field will appear as follows:

{ MERGEFIELD OW_TRIGGER_START }{ IF { MERGEFIELD "Trigger Name" } = "Invalid" "" "Please Insert Your Content Here" }{ MERGEFIELD OW_TRIGGER_END }

This is essentially an If/Then logic structure. IF "Trigger Name" is False, display the "False Content" (the empty quotes), otherwise display the "True Content" (the "Please Insert Your Content Here" quotes). The false content is blank by default, meaning nothing will be displayed if the trigger evaluates as false.

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4. The appropriate content should be entered in the true content area, in place of the Please Insert Your Content Here text (be careful not to remove the quotes). Any alternate content can be added to the false content area. If the text was already in the document when the trigger was inserted, the text should be moved into the appropriate area.

Note: The only parts of the field code that can be altered are the False Content and the True Content. All other text, including quotes, brackets, and the "Invalid" condition, must not be changed.

Any such changes could break the field code, preventing the proper generation of the document.

In addition, the content cannot include quotes or some of the content will be lost.

Tip: Any characters that are not within the trigger will be left in the document whether the trigger evaluates as true or false, including hidden characters such as line breaks (¶). This could cause blank lines within the document. To ensure proper formatting in the final generated document, line breaks may need to be included within the trigger.

Example: In this example, two paragraphs are linked to triggers. A return is entered at the end of the first paragraph within the quotes, causing the trigger to end on the next line. The next trigger begins immediately after the first ends, with no space or return. This may seem counter-intuitive, but if the first trigger evaluates as false there will be no blank line before the second paragraph. In fact, two returns can be entered at the end of the first paragraph text, so that the text will skip a line before the next paragraph.

{ MERGEFIELD OW_TRIGGER_START }{ IF { MERGEFIELD "Trigger Name" } = "Invalid" "" "First Paragraph" }{ MERGEFIELD_TRIGGER_END }{ MERGEFIELD OW_TRIGGER_START }{ IF { MERGEFIELD "Other Trigger " } = "Invalid" "" "Second Paragraph" }{ MERGEFIELD_TRIGGER_END }

To make it easier to track special characters, you can use the Show/Hide option in Microsoft Word. In the Paragraph section of the Word Ribbon, click the Show/Hide icon.

All special characters will be displayed, allowing you to verify the position of the line breaks (¶). The above example is shown below, with the formatting characters displayed.

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5. All content within the quotes for the true content and false content areas can be formatted. All standard Word formatting options are supported, and will be applied to the text in the generated document.

6. Right-click anywhere within the trigger field and select Update Field.

Warning: If you do not “Update Field”, all changes to the trigger configuration will be lost as the field will revert to default values when you save your document.

7. Press Alt+F9 to exit "Edit Mode". The field codes are hidden and the new content is displayed within the start and end placeholders.

<<OW_TRIGGER_START>>New Content<<OW_TRIGGER_END>>

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Using Triggers Within Repeater Structures

While a standard document trigger can determine whether content will be displayed or not, it will not function for fields within a grid. To filter the contents of a table using a trigger, a Repeater Trigger must be used.

Once the repeating section of the document has been set up, either as a table or as text, the trigger can be added anywhere between the beginning and end of the table markers.

Example: The repeater for a grid named “Table1” containing the fields “Field1”, “Field2”, and “Field3” would show as follows:

<<TableStart:Table1>> <<Field1>> <<Field2>> <<Field3>> <<TableEnd:Table1>>The values of each of the three fields would be displayed for each entry in the table.

To add a trigger:

1. Place the cursor at some point between the TableStart and TableEnd markers, although not within a field marker.

2. See the section on Inserting Placeholders Into Document Templates for instructions on finding and inserting placeholders.

The trigger marker will be inserted at the cursor location, and will be identified as a Repeater Trigger.

Example:<<TableStart:Table1>> <<Field1>> <<Field2>> <<Field3>> <<RepeaterTrigger_Trigger1>> <<TableEnd:Table1>>

With this configuration, when the document is generated the system will move through the table one record at a time, checking the trigger for each row. Only records that meet the requirements of the trigger (where the trigger evaluates as True) will be included in the document.

Note: A nested trigger can be used, meaning a trigger that includes other triggers within its conditions.

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Index

AAdd/Remove Programs 2Applying Number, Date, and Time Formats 15CConfiguring Digital Signatures 17Control Panel 2DDocument Structure 11Document Triggers 18Download button 5Download Word Ribbon panel 5Dynamic fields in grids 6Dynamic fields in panels 6EExport / Import menu item 4Export / Import page 4, 5FField Lookup field 8Field Lookup group 8, 12GGuide 1IInserting Form Fields 11Inserting Grid Fields using Repeater Structures 12Inserting Placeholders 6Inserting Placeholders Into Document Templates 6Installing the Oceanwide Word Ribbon 2Introduction 1LLookup 6OOceanwide tab 4, 5Oceanwide Word Ribbon 2

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Open button 5PPopulating the Oceanwide Word Ribbon 4Product Design menu 4Programs and Features 2Programs and Features window 3RRepeater Trigger 21Repeater Triggers 18Repeaters Within Tables 13Repeaters Within Text 14SSave/Open dialogue box 5Select Workflow File 5Setting Up the Oceanwide Word Ribbon 2Signature Placeholder 17Signature placeholder group 17Special Formatting 15System and Transaction data 6System Requirements 2TTable End placeholder 12, 13, 14Table Start placeholder 12, 13, 14TableEnd placeholder 21TableStart placeholder 21Trigger Lookup field 8Trigger Lookup group 8Triggers 6, 18UUpdate Field option 16, 20Using the Lookup Lists 8Using the Workflow Explorer 6Using Triggers Within Normal Content 18Using Triggers Within Repeater Structures 21VView button 7WWorkflow Explorer 6

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Workflow Explorer group 7Workflow Explorer window 6, 7, 12Workflow File group 5Workflow group 7, 8

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