[Jones Records] Status
Here's a table of all the different statuses that a record in Jones can have:
Status | Description | Actions you can take | Status displayed in integration |
Compliant | The COI is compliant! | No other actions need to be taken. | Procore, MRI, Yardi: Compliant |
Not Compliant | The insurance docs do not meet all of the requirement criteria and your action is needed. Note that in Jones there is no status for "expired". Expired records will be listed as "Not Compliant" with an expired icon in the expiry date column. | You can take 4 different actions:
2.) Only appears when the record is not compliant with expired gaps only: Click "Request New COI" 3.) Click the "COI" button on top and upload new insurance docs on behalf of the vendor/tenant. 4.) Click the "Send Gaps" button to send an email notification to the vendor/tenant requesting new insurance docs | Procore, MRI, Yardi: There are two different compliance statuses. One for "Not Compliant" and another for "Expired" |
Under Review | The COI is currently under review. The Jones team will audit it shortly. Check back shortly for the updated compliance status! | While you can't "request a new coi" when a record is in this status, users can still click the COI button and "upload a new COI". In this instance, the old insurance docs and the new insurance docs will both be audited. | Procore, Yardi, MRI: "The 'under review' status does not exist in the integrations as it is a very short-lived, temporary status. Also, since we sync nightly, we don't want users to be stuck with this status longer than necessary. Therefore, the system will display the previous status until a new, accurate status is provided after the audit. However: "Under Review" status exists when manually uploading a COI in Procore |
Awaiting COI | There are no insurance docs on file for this record in Jones. A request has been sent to the vendor/tenant to upload a COI. | The vendor/ tenant will receive a series of emails asking them to submit insurance docs. If you happen to have the COI on file, you can click on the "COI" button and "upload a new COI" for this record. | Procore, Yardi, MRI: Pending |
Awaiting COI (Not Responsive) | There are no insurance docs on file for this record in Jones. A request has been sent to the vendor/tenant to upload a COI but they have not uploaded anything after the entire cadence of email reminders. | If you happen to have the COI on file, you can click on the "COI" button and "upload a new COI" for this record. You can also click "Resend Invitation" to try and collect the insurance docs again. | Procore, Yardi, MRI: Pending |
Awaiting New COI | The tenant/vendor has already uploaded their insurance docs but there are gaps. An email has been sent to the tenant/vendor to upload a new COI. | You can take 3 different actions:
2.) Click "Send Gaps" 3.) Click the "COI" button on top and upload new insurance docs on behalf of the vendor/tenant. | Procore, Yardi, MRI: Awaiting New COI |
Awaiting New COI (Not Responsive) | The tenant/vendor has already uploaded their insurance docs but there are gaps. An email has been sent to the tenant/vendor to upload a new COI and they have not uploaded anything after the entire cadence of email reminders. | You can take 3 different actions:
2.) Click "Resend invitation" 3.) Click the "COI" button on top and upload new insurance docs on behalf of the vendor/tenant. | Procore, Yardi, MRI: Awaiting New COI |
Waived | The COI is considered compliant because one or more gaps were waived. | There are 2 actions you can take: 1.) Click the "COI" button on top and upload new insurance docs on behalf of the vendor/tenant. 2.) Retract the waiver from the record. The record will then become "not compliant". | Procore, MRI, Yardi: Compliant |
No COI Required | If a COI is not required, choose "No COI Required" as the requirement when adding the vendor/tenant record on Jones. The compliance status of that record will then indicate "No COI Required" | In the vendor/tenant report, you can hit the button "Request COI". You will then be prompted to select requirements and can either send an invitation to the vendor/tenant or upload the COI on their behalf. | Procore, MRI, Yardi: -When the integration is set up in "lease-based mode" for tenants, once a user invites a tenant, instead of showing "Pending", it will show "Extracting Lease". "No COI Required" for other instances. |
Archived | Archived records are not displayed with all of the other active records. They are only shown in the archived records section. | Users can either restore or delete archived records. Only Admins, Compliance Managers, and Inviter roles can archive records as well as the Tenant users of the Tenant-Vendors solution. Only Admin and Compliance Manager User Roles can delete records. | Procore, MRI, Yardi: Archived on Jones |
There is also a sub-status called "New Requirements Sent." This sub-status will be applied to all records when only the Additional Insured and/or Certificate Holder requirements are edited.
- This sub-status will be added to all records that already have a COI on file with Jones. If the vendor/tenant doesn't upload a new COI in a timely manner, the sub-status changes to "Not Responsive."
- Records that have the "Awaiting COI", "Under Review", or "NO COI Required" statuses won't have this new sub-status applied to their status (because it's not relevant to them).