There are several scenarios that may arise that require you to batch print forms. Most commonly this will be confirmation forms, but there is a plugin that will produce any form on the case for you if needed. You need a specific type of plugin for this, the “BenefitAgent Form Transmittal”. When you run this plug-in, it will produce a self-extracting executable file. You can save that .exe file you your computer and run it. It will open a new window where it will output all the forms that apply to the scenario. From here you can use local PDF of TIFF software to print individually or in bulk.
To add that report to your case, start by navigating to Case Setup >> Plug-ins then click the +New button next list of current local plugins. After you click new, there will be a list of several available report types. Scroll down the list until you find BenefitAgent Form Transmittal and click the “create new” button. This will create the plugin and add it locally to the current case.
You will be taken to the general tab of the plug-in first. You don’t have to change anything here, but the default name will be “New Report Configuration” so it is recommended you take a moment to modify that now so you can find it later when you need it. The next tab you should visit is the “Options” tab. There are quite a few options but most can be left at default. Most of the options also have tooltips which will give you more info if you hover over them. We won’t address them all, but will discuss the ones most commonly used.
Filename – in this section you can tell the system what the individual files (forms) should be named when produced. If you don’t specify, you will get unintelligible names that will not likely be helpful. You can enter any text here but there are special tags you can use to get commonly used values. You can get the full list in the hover over tooltip for this section but here are a couple:
{1} – creation date/time
{4} – employee last name
{3} – employee first name
If you were to enter {4}{3} as the file name, each file (form) output would be named the last name and first name of the employee e.g. Doe John.
Form fill – the default value for this field is <All Completed Forms>. This will output all forms (confirmations, EOI, etc.) on the case identical to how they appear on the forms tab for each employee complete with signature. Alternatively, you can set it to output only a specific form for example a Benefit Confirmation. When you choose a specific form, the plug-in doesn’t return the same form as what is in the forms tab. It will simulate an enrollment and provide and unsigned form reflective of enrollment now as opposed to <All Completed Forms> that will output forms that are a static picture of what enrollment/applications existed at the time the forms were signed. It is important to reiterate *simulate* and *unsigned*. Forms that are simulated will not be signed. No actual enrollment or employment, demographic, or coverage changes actually occur on the employee record. It is strictly a virtual simulated enrollment.
Simulated forms can be useful, for instance if an error was discovered that impacted all employees. It may be difficult to re-enroll everybody to produce new forms with the correction but might still want them to have an updated form. Since the simulated forms aren’t PIN signed and were never confirmed by the enrollee so just producing them in this way doesn’t make them binding or legally enforceable so you should consider your scenario fully before taking any actions. The simulated forms are a good visual reference but it is always the best practice to have an employee go through a full PIN signed enrollment or life event to address issues.
Once you choose your options in the options tab of the report you can run it. It will produce the file and your forms.