[Jones Records] Vendor/Tenant History

Table of contents:

High-level summary:

See the full picture around your vendor/ tenant record history - every person taking actions, email recipients, timestamps, and more.

What is it/what does it do?

• Users can see the full timestamps, email recipients, and users taking different actions on vendor/tenant records.
• You can click on anything in "blue" to view historical documents (old COIs uploaded)
• Here is a list of all the different actions tracked on the history tab:

• Note that every "Email" in the table above shows all of the recipients of that email

Which user roles can view this?

• All user roles (including tenants using the tenant-vendor solution) can view the vendor/tenant history tab.
• ICS users have two additional capabilities within vendor/tenant history tabs:
• ICS users can see who in Jones audited COIs and who in Jones (other ICS users) took actions
• ICS users can choose to "hide" historical actions from customers' history tabs by hitting the "eye" sign

Why was it developed?

• Customers needed to ask support/their CSM to confirm that actions were taken within Jones. With a history tab, customers can see the actions taken themselves.

Recommended applications:

• See the entire history of your vendor/tenant's compliance.
• You can connect the dots and improve team communication with insights into your vendor/tenant’s compliance history.
• Administrators can now investigate who's doing a specific action within their organization, or who isn’t receiving notifications when they should be.
• For example: is team member XYZ the person who is always archiving records? Is everyone else on the team getting email notifications aboutCOI gaps besides team member XYZ? Does Team member XYZ need to start getting these emails?
• Customers can now see exactly who is receiving automated emails from Jones. This is important to know in a world where tenants and vendors may change their email addresses. If a customer ever questions where the automated Jones’ emails are being sent to, they will now be able to easily view email recipients - the vendor or tenant might not be receiving email notifications because the wrong contact information is listed.

How does this behave/ functionalities

• The timestamps are on all recorded actions and are listed in the customers' local time zone.
• All email recipients will be shown. If an email is being sent to more than one person, the user will need to hover their mouse over the main recipient to see the additional email recipients (divided by “to” and “cc”).
• The user’s name will appear for the following actions:
• Creation of vendor/ tenant record
• Uploaded a COI
• Notified of COI gaps
• Email Reminders Renewed
• Archived a record
• Restored a record
• Changed requirements
• If ICS did an action on the customer’s account, it will read: “Alice Inman”to the customer. However, when looking through ICS, an ICS user will be able to see the Jones team member who took the action.
• The user's name/color icon will be the same in the history tab as the team notes tab.
• If the vendor/tenant uploads their insurance docs through the record hub, it will say "vendor/tenant" as the person who took the action.
• If the COI was uploaded by an auditor, there won't be an "uploaded by" section

Known limitations/ future enhancements?

• We will be showing more details on vendor/tenant history in the near future. JIRA ticket here.
• We will be changing the text of certain thing such as "Compliant Notification Sent" instead of just showing an email sign with text "vendor compliant".
• Non-compliant record audits are currently not shown in the history tab. They will be in the future.
• Expired COIs are not reflected in the history tab. They will be in the future.
• There is no distinction between autosend gap and manual send gap in the history tab. They will be in the future.
• We will be adding more details/text when requirements are changed, such as original and updated requirements.

Does it impact other features/ parts of Jones?

None. The history tab only shows information, it does not affect other parts of Jones.

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