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.

User Type	Description	Access Level
Principal Agent	Agency owner or partner	Full access including commission reports
Sub-Agent / Producer	Individual licensed producer	Own book of business only; no commission admin
Customer Service Representative (CSR)	Agency staff handling accounts	Full account access; no commission reports unless granted
Agency Administrator	Manages portal users, not licensed	User management; no submission access
Read-Only	Compliance, accounting review	View and export only; no edit access

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 / Data	Principal Agent	Sub-Agent	CSR	Admin	Read-Only
View own accounts	✓	✓	✓	—	✓
View all agency accounts	✓	—	✓	—	✓
Submit new business	✓	✓	✓	—	—
Bind policies	✓	Within authority	Within authority	—	—
Request endorsements	✓	✓	✓	—	—
Download policy documents	✓	Own clients	✓	—	✓
View commission reports	✓	Own only	—	—	✓ (read)
Manage portal users	✓	—	—	✓	—
Export data	✓	—	✓ (limited)	—	✓

Feature 2: New Business Submission

Submission flow:

Producer selects LOB from supported lines menu
System loads intake form for selected LOB (ACORD-mapped fields)
Producer completes applicant, risk, coverage, and prior insurance sections
Document upload (prior dec page, loss runs, MVR authorization, photos)
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)
Producer certifies accuracy and submits
Submission ID generated and displayed; confirmation email sent to producer
Submission routed to agency underwriting or carrier per workflow rules

Submission tracking dashboard:

Column	Description
Submission ID	Unique identifier; click to view detail
Insured name
LOB
Submitted date
Status	Pending / In Review / Quoted / Bound / Declined / Withdrawn
Assigned to	Agency UW or carrier contact handling the submission
Target response date	Based on SLA for this LOB
Actions	View / Download quote / Bind / Message

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:

Section	Data Displayed
Policy header	Policy number, carrier, effective date, expiration date, status
Insured	Named insured(s), mailing address, contact
Coverage summary	LOB, limits, deductibles, endorsements
Billing	Premium, payment plan, next due date, balance
Documents	All documents for this policy (click to download)
Claims	Open claims linked to this policy
History	Policy history (prior terms, endorsements, renewals)

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

Action	Available When	Process
Request endorsement	Policy active	Opens endorsement request form
Request cancellation	Policy active	Opens cancellation request form; routes to agency for processing
Order certificate of insurance	Policy active	Certificate request form; auto-issued for standard additional interests or routed to CSR
Download declarations page	Always	Immediate download from document management system
View billing	Always	Links to carrier billing or agency billing system
Report a claim	Policy active	FNOL intake form (or link to carrier FNOL if direct-report)

Feature 4: Document Library

Document categories available:

Category	Access	Download Format
Policy documents (current term)	By policy — role-based	PDF
Policy documents (prior terms)	By policy — role-based	PDF
Certificates of insurance	By policy — CSR and above	PDF
Endorsements	By policy	PDF
Billing statements	By policy — principal and CSR	PDF
ACORD forms (blank)	All users	PDF
Agency marketing materials	All users	PDF

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:

Metric	Period Options
Gross written premium	Current month / YTD / Last 12 months
Earned commission	Current month / YTD / Last 12 months
Expected future commissions	Based on in-force policies
Commission by carrier	Breakdown by carrier
Commission by LOB	Breakdown by line of business
Commission by producer	Breakdown by sub-agent (principal view only)

Commission detail table:

Column	Description
Policy number
Insured name
LOB
Carrier
Effective date
Premium
Commission rate
Commission amount
Payment status	Paid / Pending / Disputed
Payment date

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):

Event	In-Portal	Email	SMS (optional)
New submission status change	✓	✓	—
Quote ready	✓	✓	✓
Policy renewal approaching (90/60/30 days)	✓	✓	—
Policy expiring in 7 days (unrenewed)	✓	✓	✓
New document available	✓	✓	—
Commission payment posted	✓	✓	—

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).

Integration Point	Data Flow	Sync Frequency	Method
Policy data	AMS → Portal	Real-time or hourly pull	API or database view
Client records	AMS → Portal	Real-time or hourly pull	API
Commission data	AMS → Portal	Daily	API or SFTP file
Document storage	Portal → AMS	On upload	API
Submission intake	Portal → AMS	On submission	API or email-to-AMS
Endorsement requests	Portal → AMS	On submission	API or task creation

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:

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