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How to use CIA AI

A practical guide for daily account work.

CIA AI is organized around companies, documents, workflows, and review steps. Upload files to the correct company, run the workflow that matches the task, review the AI output, and use the report or extracted data as a starting point.

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Start from the company

Company records keep policies, quotes, contracts, claims, notes, contacts, outputs, and workflow history together.

Use the right workflow

Each workflow is built for a specific account task, such as coverage review, contract review, quote comparison, or loss-run review.

Review before relying

AI output is useful, but it must be checked against the source documents before sending anything externally.

Keep records clean

Approve extracted records, merge duplicates, and use notes or checklists so the account stays useful over time.

Dashboard

Use the Dashboard as your work queue.

The Dashboard is the first place to check recent activity, workflow status, open review items, and account-level issues that may need attention.

What to look at

  • Recent workflows and the company each workflow belongs to.
  • Items that are still processing or failed.
  • Checklist items that need follow-up.
  • Companies with records needing approval or missing account team details.

Common next actions

  • Open a recent workflow to review the latest report.
  • Open a company to review documents, policies, quotes, claims, notes, and contacts.
  • Resolve records marked Needs Review.
  • Run a suggested renewal, comparison, or checklist workflow.

Important reminder

Dashboard flags are meant to draw attention, not make final decisions. Open the company or workflow to confirm the source documents and decide what needs to be done.

Companies

Use Companies as the account file.

The Companies tab is where account information, contacts, documents, extracted records, claims, notes, and workflow history are kept together.

Creating or finding a company

  1. 1Search by DBA, legal name, domain, address, or company number before creating a new record.
  2. 2If the company does not exist, create it with the best available name, website/domain, address, producer, AE, and primary contact.
  3. 3Use the Actions menu on a company record for edit and merge options.
  4. 4If a duplicate company exists, merge it before running important workflows.

What lives on a company record

  • Account team: producer, AE, and other team members.
  • Contacts: client contacts, roles, emails, phones, and primary contact status.
  • Attached policies and documents: policies, quotes, contracts, schedules, claims, and other source files.
  • Claims and loss runs when claim data has been extracted.
  • Notes, pinned notes, workflow history, checklist results, and generated output files.

Best practice

Upload documents directly to the company when you want to build the account file first. Run a workflow when you want CIA AI to answer a specific business question, such as comparing quotes, reviewing a contract, or summarizing loss runs.

Workflows

Choose the workflow that matches the task.

A workflow is a guided workspace for a specific insurance task. It can use files already attached to the company or newly uploaded files. Each workflow has source files, extracted fields, a report, chat, checklist review, and downloadable outputs when available.

If a workflow is marked Work in progress, do not use it for normal account work yet. Use the ready workflows listed below.

Select or upload files

Use existing company documents when possible, or upload new source files during workflow creation.

Run CIA AI review

The system reads the selected documents and creates a report or structured output for that task.

Ask follow-up questions

Use workflow chat for questions about the selected documents and report.

Policies and coverage

Coverage Analysis

Understanding one or more policies as a full insurance program.

Start from Workflows

Use cases

  • Summarize GL, Auto, WC, Umbrella, Professional Liability, Cyber, or other policies.
  • Review limits, deductibles, premiums, forms, exclusions, and notable conditions.
  • Give an AE or producer a clean coverage summary before a client conversation.

How to use

  1. 1Open the company record, then choose Run Workflow.
  2. 2Select Coverage Analysis.
  3. 3Select existing policies from the company or upload new policy files.
  4. 4Run CIA AI review, then read the report and ask follow-up questions if needed.

Expected output

  • Coverage overview by line of business.
  • Limits, deductibles, premiums, forms, exclusions, and important conditions.
  • A downloadable PDF or Word report.

Check carefully

  • Policy periods, carrier names, named insureds, limits, deductibles, and exclusions.
  • Any item marked unclear, unavailable, missing, or needing review.
Policies and coverage

Policy Comparison

Comparing two or more policies or policy versions.

Start from Workflows

Use cases

  • Compare expiring and renewal policies.
  • Compare two versions of a policy package.
  • Find changes in limits, deductibles, forms, endorsements, exclusions, and premium.

How to use

  1. 1Choose Policy Comparison from the workflow screen.
  2. 2Select the policy records or source files to compare.
  3. 3Use the output to review material differences before relying on the new version.

Expected output

  • Side-by-side comparison summary.
  • Material changes and possible coverage concerns.
  • Follow-up items for the AE, producer, broker, or carrier.

Check carefully

  • Whether the selected documents are the correct years or versions.
  • Whether the AI compared the intended lines of business.
Proposals and renewals

Quote Comparison

Comparing quote options from one or more carriers.

Start from Workflows

Use cases

  • Compare quote premiums, limits, deductibles, subjectivities, and terms.
  • Summarize tradeoffs between carrier options.
  • Prepare talking points before presenting quote options.

How to use

  1. 1Choose Quote Comparison.
  2. 2Select uploaded quote documents or extracted quote records.
  3. 3Run the workflow and review which option appears strongest and why.

Expected output

  • Quote comparison table.
  • Pros, cons, missing items, and questions for the carrier or broker.
  • Plain-English summary for internal review.

Check carefully

  • Quote dates, premiums, subjectivities, fees, exclusions, and whether all quote pages were included.
  • Do not treat a quote as bound coverage unless the documents clearly say it is bound.
Proposals and renewals

Renewal Comparison

Reviewing what changed from the prior term to the renewal term.

Start from Workflows

Use cases

  • Compare 24-25 policies against 25-26 policies or quotes.
  • Explain renewal premium, limit, deductible, form, or carrier changes.
  • Support renewal conversations with clear change notes.

How to use

  1. 1Choose Renewal Comparison.
  2. 2Select the expiring policy or quote and the renewal policy or quote.
  3. 3Use Schedule / List Comparison separately if you need to compare drivers, vehicles, payroll, locations, or other schedules.

Expected output

  • Renewal change summary.
  • Important coverage, pricing, and terms differences.
  • Questions or follow-up items before presenting the renewal.

Check carefully

  • Make sure prior-year and current-year documents are both selected.
  • Confirm the AI did not compare unrelated lines of business.
Contracts

Contract Requirements

Checking whether policies satisfy contract insurance requirements.

Start from Workflows

Use cases

  • Compare a contract, scope of work, insurance exhibit, or sample contract against policies.
  • Identify missing additional insured, waiver, primary and non-contributory, limits, carrier rating, notice, or endorsement requirements.
  • Create a practical exception list for the AE, broker, insured, or carrier.

How to use

  1. 1Choose Contract Requirements.
  2. 2Select or upload the contract documents and policy documents.
  3. 3If there is a sample contract and a real scope of work, include both and label them clearly.
  4. 4Run the review and focus on the exception items.

Expected output

  • Requirement matrix.
  • Meets, Partial, Missing, or Unclear status for each requirement.
  • High-priority fixes and follow-up questions.

Check carefully

  • Contract requirements that appear in exhibits, attachments, scopes of work, or addenda.
  • Whether the AI had the correct contract documents and selected the correct policies.
Binding and servicing

Issued Policy Review

Checking issued policies before delivery or after binding.

Start from Workflows

Use cases

  • Confirm issued policy details match expected terms.
  • Review named insured, dates, carrier, policy number, limits, forms, premium, and requested endorsements.
  • Catch missing or mismatched items before sending policy documents to a client.

How to use

  1. 1Choose Issued Policy Review.
  2. 2Select the issued policy records or source files.
  3. 3Run the review and resolve any items marked missing, unclear, or needing review.

Expected output

  • Issued policy review report.
  • Checklist-style findings.
  • Follow-up questions and delivery concerns.

Check carefully

  • AI output should be checked against the actual issued policy before delivery.
  • Pay close attention to endorsements, forms, premium, and named insured wording.
Binding and servicing

Bind Review

Reviewing bind documents, subjectivities, payment items, and next steps.

Start from Workflows

Use cases

  • Confirm what was bound and what remains outstanding.
  • Summarize subjectivities, premium/payment items, forms, and delivery steps.
  • Prepare internal next steps after a carrier or broker confirms binding.

How to use

  1. 1Choose Bind Review.
  2. 2Upload or select binders, quotes, bind confirmations, subjectivity lists, and related documents.
  3. 3Run the workflow and use the output as a bind follow-up checklist.

Expected output

  • Bound terms summary.
  • Subjectivities and missing items.
  • Delivery and follow-up checklist.

Check carefully

  • Binding status, effective date, premium, subjectivities, and any conditions of coverage.
  • Do not assume coverage is bound unless the document clearly supports it.
Binding and servicing

Endorsement Review

Reviewing endorsement requests or issued endorsements.

Start from Workflows

Use cases

  • Review an endorsement request before sending it out.
  • Review an issued endorsement to see if it matches the requested change.
  • Summarize added insureds, locations, vehicles, limits, wording, or premium changes.

How to use

  1. 1Choose Endorsement Review.
  2. 2Upload or select the endorsement request, issued endorsement, policy, and supporting documents.
  3. 3Run the workflow and confirm the change was handled correctly.

Expected output

  • Endorsement summary.
  • Mismatch or missing-information list.
  • Next steps for the AE, carrier, broker, or client.

Check carefully

  • Effective dates, named insureds, additional insured names, vehicle or location details, and premium changes.
Servicing

Certificate Request Review

Pulling certificate or evidence request details into a clean review format.

Start from Workflows

Use cases

  • Extract certificate holder details.
  • Identify requested additional insured, waiver, primary and non-contributory, or evidence wording.
  • Prepare information that can be copied into Applied Epic or reviewed before issuing a certificate.

How to use

  1. 1Choose Certificate Request Review.
  2. 2Upload the certificate request, contract request, email request, or supporting policy documents.
  3. 3Use the output to identify what should be entered or verified.

Expected output

  • Certificate holder and evidence details.
  • Requested wording and policy references.
  • Missing information or clarification questions.

Check carefully

  • Certificate wording, holder name and address, AI/waiver/PNC requests, and policy availability.
  • The tool does not replace the final certificate issuance process.
Schedules and lists

Spreadsheet Import

Turning schedules or list documents into structured rows.

Start from Workflows

Use cases

  • Extract vehicle lists, driver lists, certificate holder lists, locations, equipment, or other schedules.
  • Use a PDF, spreadsheet, or CSV as the source.
  • Prepare data for review before export or entry elsewhere.

How to use

  1. 1Choose Spreadsheet Import.
  2. 2Upload the schedule, list, PDF, spreadsheet, or CSV.
  3. 3Review extracted rows and fill missing values where appropriate.

Expected output

  • Structured schedule rows.
  • Extracted fields such as vehicles, drivers, addresses, dates, or list values.
  • Import-ready or review-ready output depending on the source quality.

Check carefully

  • Blank fields, misspelled names, split addresses, VINs, license numbers, and duplicate rows.
Schedules and lists

Schedule / List Comparison

Comparing two lists and finding additions, removals, and changes.

Start from Workflows

Use cases

  • Compare vehicle schedules year over year.
  • Compare driver lists, cert holder lists, location lists, payroll schedules, or other spreadsheets.
  • Find what changed before a renewal, audit, endorsement, or submission.

How to use

  1. 1Choose Schedule / List Comparison.
  2. 2Upload or select the two lists to compare.
  3. 3Run the workflow and review additions, removals, changed rows, duplicates, and unclear matches.

Expected output

  • Added, removed, changed, unchanged, and unclear rows.
  • Summary of important differences.
  • Questions to resolve before using the list.

Check carefully

  • Column names, row matching, duplicate entries, and cases where the same item is written differently in each file.
Claims

Claims / Loss Run Review

Reviewing loss runs and preparing claim summaries for renewals or submissions.

Start from Workflows

Use cases

  • Extract claim rows from loss runs.
  • Summarize open claims, large claims, frequency trends, and severity trends.
  • Compare prior-year and current-year claim activity when enough documents are available.
  • Create a carrier-ready loss summary.

How to use

  1. 1Choose Claims / Loss Run Review.
  2. 2Upload or select loss runs and any supporting documents.
  3. 3Optionally select a letterhead/reference document if using branded exports.
  4. 4Run the review and confirm the extracted claims match the source loss run.

Expected output

  • Claim row extraction.
  • Frequency and severity summary.
  • Large, open, or litigated claim flags.
  • Carrier-ready loss summary report.

Check carefully

  • Claim numbers, loss dates, open/closed status, paid, reserve, incurred, and litigation fields.
  • Loss runs vary by carrier, so review the source before sending anything externally.
Checklists

Use checklists as a second review layer.

Checklists help standardize review steps. They are not the same as a workflow prompt. A workflow creates the main report, then checklist review can compare the report and source context against checklist items.

How they work

  1. 1A checklist template is tied to one or more workflow types.
  2. 2After the workflow report is created, CIA AI reviews checklist items against the available information.
  3. 3The result can mark items complete, missing, unclear, or not applicable.

What they are good for

  • Issued policy delivery checks.
  • Required forms and endorsement checks.
  • Missing item follow-up.
  • Consistent review steps across AEs.

Important

Checklist results should be reviewed by a person. If the source documents are incomplete, blurry, missing pages, or ambiguous, the checklist may correctly say an item is unclear rather than complete.

Flags and labels

What common labels mean.

Flags are designed to help users know what needs attention. They do not replace opening the record and checking the source document.

Work in progress

The feature is visible for planning or testing but is not ready for normal daily use.

Processing

The file or workflow is still being read. It may continue in the background.

Ready

The file, workflow, or record is available to review.

Failed

The system could not process the item. Retry or re-upload the file.

Needs Review

The AI extracted something but confidence is not high enough to trust without a human check.

Approved

A user reviewed the record and marked it acceptable.

Quote

The document or row appears to be a quote or proposal, not a bound policy.

Policy

The document or row appears to be an issued policy or policy package.

Contract

The document appears to be a contract, scope of work, or insurance requirements document.

Bound

A user marked the quote or policy as the selected/bound option.

CIA placed

The record appears to be coverage placed by CIA or marked as such by a user.

Unknown source

The system could not confidently determine where the record came from or who placed it.

Checklist action item

A checklist review found something missing, unclear, or needing follow-up.

Renewal review available

The company has similar records from different terms, so a renewal comparison may be useful.

Large or open claim

A claims review found an open claim or a claim that may need attention.

AI review rules

Always check AI output before using it externally.

CIA AI is built to speed up review and organize account information, but insurance documents are detailed and sometimes inconsistent. Human review is still required.

Before sending to a client, carrier, or broker

  • Open the source file and confirm important numbers, dates, names, and wording.
  • Check all items marked missing, unclear, unavailable, or needs review.
  • Confirm the correct documents were selected for the workflow.
  • Use the report as a draft or review aid, not as a final authority.

When to be extra cautious

  • Scanned documents, low-quality PDFs, handwritten forms, or missing pages.
  • Contracts with exhibits, attachments, sample forms, or separate scopes of work.
  • Policy packages with many endorsements or multiple lines of business.
  • Loss runs where claim rows wrap across pages or totals do not clearly match.