Policy Management (EN)
Policy Management Procedure
Access and Visibility (Scoping)
Lookinglass ensures that users can only access data relevant to their organizational scope. Each user’s access to policies and financial documents (titoli) is determined by:
Company affiliation: Users can see only policies and titoli belonging to their company.
Permission-based scoping: If granted, users can also access data from sub-companies (e.g., branches, agencies).
Role-based operations: Actions such as editing, printing, issuing, or cancelling are only visible if the user’s role includes the corresponding permissions.
This scoping system guarantees security and operational segregation between different entities in the distribution chain.
Policy Overview
Each policy in Lookinglass is a full representation of the insured contract. It contains:
The complete dataset collected during the quotation process: vehicle, personal, contract, and pricing information.
ATR (Attestato di Rischio) details and Bersani declarations.
Link to any titoli (accounting records) connected to the policy.
Uploads of all required documentation.
Current and historical statuses: issued, suspended, cancelled, reactivated, etc.
PDF generation available at any time.
A policy becomes immutable once issued and must go through controlled procedures for any subsequent modification.
Post-Sale Operations (Policy Lifecycle Management)
Replacement (Sostituzione Polizza)
Replacement creates a new policy based on an existing one. It is used in cases such as:
Errors in personal or vehicle data discovered after issuance
Change of vehicle due to demolition or sale (when ATR recovery is not performed)
Change of insured vehicle while maintaining the same policyholder
Replacement can be triggered from the policy list or directly from the policy detail page. The workflow replicates the steps of policy issuance:
The user can edit key fields (license plate, address, etc.)
Supporting documents (new registration, new address certificate) must be uploaded
The Adequacy Questionnaire does not need to be completed again
Business Logic Constraints:
A policy cannot be replaced on the same day it was issued
The original titolo must be valid and paid
Replacement results in a new policy with a new ID; the old policy is automatically closed
Additional Notes for WAKAM Policies
For WAKAM policies, replacements now automatically keep certain parameters from the previous policy to ensure pricing consistency:
The ATRC Level (a coefficient used to calculate premiums) remains the same as in the former policy
The intermediary cannot be changed during a replacement
The region may change; in that case, the pricing template will adapt accordingly
Changing the Fiscal Code does not affect the quotation price
If specific ownership or ATR options are modified, the premium may change accordingly
Cancellation (Annullamento Polizza)
Cancellation permanently terminates a policy and updates the financial records accordingly.
Valid reasons include:
Theft: Requires a police report
Right of withdrawal: Only valid within 14 days for web/phone contracts; for intermediated contracts, company discretion applies
Sale: Requires proof of sale
Demolition: Requires scrapping certificate
Exportation: Requires proof of circulation termination
Cancellation is initiated via the action column in the policy table. The user must:
Select a reason from the dropdown
Upload the corresponding documentation
Confirm cancellation
Once confirmed:
The platform redirects the user to Titoli
A new titolo is generated to mark the cancellation
The operation finalizes when the user clicks the confirmation button
Suspension (Sospensione Polizza)
A policy can be suspended temporarily to stop coverage and defer future installments.
Conditions for suspension:
No unpaid installments: Suspension is blocked if any titolo is unpaid or overdue
Timing restriction: Suspension cannot be requested on the same day as an installment due date; it must be the day before or after
The first suspension is free of charge. Additional suspensions may incur a cost.
To suspend a policy:
Click the corresponding icon in the action column
Select the reason and suspension date
Upload any required documentation
Submit the request
A corresponding titolo is updated to reflect the suspension state.
Reactivation (Riattivazione Polizza)
Reactivation resumes a suspended policy.
The process is nearly identical to suspension:
Click the reactivation icon in the action column
Select the reactivation date and upload supporting documents
Complete the submission
A new titolo is generated, and the user must specify the reason for reactivation. The system validates that:
The policy is currently suspended
Any prior unpaid installments have been resolved
Titoli: Financial Operations and State Tracking
Titoli are the financial components associated with each policy. They record:
Installments and payment flows: cash-in, installments, fractions
State transitions: issuance, suspension, cancellation, reactivation
Justifications and metadata: reason for change, user who performed the action, and timestamps
The titolo module supports:
Cashing a policy: Registers a payment and activates coverage
Cancelling a policy: Processes premium refund if due
Paying or recovering installments: Cashing future or pending titoli
Any action on a policy triggers a synchronized update on the related titolo, ensuring a consistent and auditable workflow.
Additional Business Logic Checks
The platform enforces strict business logic to prevent inconsistent actions. Examples include:
Replacement
Same-day issue OR unpaid titolo
Suspension
Pending installments OR request on due date
Cancellation
Missing required documentation
Reactivation
Not in suspended state OR prior debts unresolved
Summary
Policy management in Lookinglass is designed to ensure traceability, correctness, and alignment between commercial and financial records. Thanks to role-based access and strict logic enforcement, each action follows a secure and auditable process.
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