Mississippi Surplus Lines Association
XML Batch Upload
EasyFiler Software User Manual
March 15, 2011
Surplus Lines Associates, LLC
11585 Jones Bridge Road
Suite 420-137
Alpharetta, GA 30022
Toll Free: 888- 411- 2682
Telephone: 850 459 9626
FAX: 888 411 2682
E-mail: [email protected]
Executive Summary
The MS Easy Filer software converts policy transaction data contained in an Excel
spreadsheet template into the MS XML data format ready to be uploaded into
SLIP. This import method allows agents to submit policy data in a single batch
process instead of individually entering policies and transactions through SLIP.
SLIP provides a mechanism for Mississippi’s surplus lines agents and insurers to
electronically submit policy information to MSLA as well as providing users the
ability to view previously submitted data and edit policy information.
The Mississippi Surplus Lines Association implemented SLIP for the submission of
policy information from brokerages and carriers in 2008. SLIP provides a
mechanism for Mississippi’s surplus lines agents and insurers to electronically
submit policy information to MSLA as well as providing users the ability to view
previously submitted data and edit policy information. Both Brokers and Carriers
have the option of reporting multiple policy submissions through a batch upload
process. The MS Easy Filer software is designed to convert data from a preformatted Excel spreadsheet into the XML file format so it can be uploaded
manually as a single ZIP file.
This document contains the information necessary to configure your systems for
automation. There are two ways to submit batches: manually complete the excel
spreadsheet for XML file generation and submission. The standard and most cost
effective way, is to configure your system to export the policy data in the Excel
format so it can be run directly through the Easy Filer software and uploaded
manually as a single ZIP file.
Brokerages rely on their systems to fully meet their needs. We can help you
provide the best value possible. SLIP is already in place in Florida, Mississippi,
Nevada, and Washington, and will be available in California in September 2011.
Texas, Pennsylvania and several other states have batch upload options. We
expect the upload option to be an integral part of any clearinghouse or compact
reporting mechanism implemented due to the NRRA. Get ahead of curve the with
the most efficient policy submission experience possible. We already have several
Carriers and Brokers using our Florida Easy Filer software with great success.
The MSLA details, including the required format, are published on the MSLA
website (www.msla.org) under Batch Reporting Procedures.
Note: Surplus Lines Associates, LLC is not associated with the MSLA in any way.
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1. Batch Creation Guidelines
Regardless of whether you decide to implement the manual Excel file creation or
the automated batch creation method, there are some common guidelines for
batch submissions. This section provides the common guidelines and
requirements for batches.
1.1 The XML Import Method
The XML (Extensible Markup Language) Import method allows agents to submit
policy data in a single batch process instead of individually entering policies and
transactions through SLIP. The method will be especially beneficial to agents or
carriers filing a large amount of data with MSLA. A single XML file may contain
information for multiple policies. We suggest no more than 2,000 – 2,500 policy
transactions per file. MSLA limits file size to no more than 4MB (a 1500 policy file
is about 750KB when zipped). You can submit as many files as often as you like. A
file is limited to one Agency and one Agent (MSLA requirement). The Easy Filer
software comes preconfigured with the Contact, Agency and Agent information.
Multiple versions of the software will be required if more than one agent data is
to be reported.
1.2 Batch Guidelines
A permanent SLIP account must exist for agent or agent’s representative. MSLA
will email a SLIP username and password to the SLIP user. The username and
password must be assigned and provided to the SLIP user.
Go to http://www.msla.org to obtain your agency’s MSLA ID number. An MSLA
Agency ID number will be required for your reporting agency/agencies and is used
to configure the software.
As of January 1, 2009, agents must provide contract number and coverholder /
U.S. wholesaler details and Coverholder Number for Lloyd's policies.
Limit the size of the zip file containing the XML file to less than or equal to 4MB.
The zip file should contain one and only one XML file. The zip file should not
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contain folders. It should contain the XML file only. You can submit as many files
as often as you like. A file is limited to one Agency and one Agent (MSLA
requirement).
The file name character limit is 250 characters. There is no requirement for the
naming convention, but it should be easy to maintain and track across all of your
submissions. We suggest including the date and time in the name, but pick a
naming convention you are comfortable with and others will understand. For
example, 121108_0810_bob_smith.zip follows a date_time_agent.zip naming
convention. The file name will be displayed in SLIP status screen once it has been
uploaded.
The complete XML document must be HTML Encoded before it is submitted.
Failure to do so may result in processing delays and rejections. A typical rejection
error is an “Invalid XML” message. The MS Easy Filer software will validate your
XML file as part of the processing of the Excel file. This should eliminate invalid
XML errors. MSLA has a test version of SLIP. We suggest you submit at least one
file through the test version before going to production. Contact the MSLA for
access to the Test SLIP system.
Example of a validated
XML file
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Example of an invalid
XML file
2. Worksheet Creation Guidelines
2.1 Template Guidelines
Included in the files you received was an Excel worksheet input example. The
sample worksheet has at least 3 tabs; Template, Notes and Codes.
The Template tab must be the first tab (and it must be named Template) and is
the format that MUST be used as input to the MS Easy Filer program. The column
names/titles and order must be exactly the same (case sensitive) on your
worksheet that you use for input as in the example provided. For example Column
A is Policy_Number, column B is Insured_Name, column L is Ins_NAIC etc.
The Notes tab gives important information about the application and certain
specific data requirements. For example the Pol_Fees field must not be blank,
zero fill if none applies. Be sure to read the Notes tab on the Excel spreadsheet
example included in the application.
The Codes tab includes the Coverage Codes (col N) and transaction type codes
(col O) you will need to populate those fields in the worksheet.
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3. Installing and Running the MS Easy Filer Program
3.1 Files Included
You will receive the application and supporting files as one zipped file. Create a
folder at the root of your C: drive. Unzip the files into this folder.
Here are the files included:
Config_Agent.txt - configuration information - don't change this file.
MSLAAgent.xml - file generated for upload/submission to SLIP
SLA_MS_AgentRv100 – This is the application
SLA_MS_agents.xml - name lookup by Agent_License - will display error message
box if Agent_License is not found
SLA_MS_Zip_County.xml - zip code to county lookup - will display error
messagebox if Zip not found
SLA_MS_Template.xls – The sample input Excel worksheet
SLAsoftware license.txt – software license agreement
3.2. Installing the program
The program is a “self-installing executable” program. That means the first time
you run the program it will be installed on your PC.
To install the program go to the folder where you unzipped the files. Click on the
file SLA_MS_AgentRv100.exe. The application window will open up and looks like
this;
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MS Easy Filer Application Window
3.3 Registering the Program
The MSXML Easy Filer application comes as a fully functional trial version. You
MUST register the application before the trial period ends or you may need to
reinstall a newly configured version of the application in which may incur
additional costs. You can only register the program on one PC.
To register the program, start the application by double-clicking on the file
SLA_MS_AgentRv100.exe. Once the application starts, click on Help, then
Register Program on the toolbar. A registration window will open
Copy the Serial Number and email it to [email protected]
We will email you back a registration code. Just copy and paste the registration
code from the email into the Registration Code field. Close the Registration
window and close the application. Restart the application and the Trial Period
count should not show on the toolbar. Days to Renewal should be displayed.
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4. Creating and uploading the XML File
4.1 Select the Input File and process
Start the application by double-clicking the SLA_MS_AgentRv100.exe file. Click
the Select File button and navigate to the file you want to process. We have
selected the Template for this example.
Click Process Button – When the file is completed a policy count and premium
total will be displayed. Premium Total does not include fees.
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NOTE: Policy transactions with errors will not be included in the file. Be sure to
check your policy count and premium totals.
Click the
button to check that the document is well formed,
valid against the XML Schema Definition, check data elements to be sure they do
not exceed maximum lengths, check for required data elements (policy number,
transaction type, coverage code) and check the values of particular elements.
XML File with Validation
Errors
Valid file format
Note: Make sure the
Validate XML shows
“XML File has
successfully been
validated”. An error
message is not
shown if an invalid
format is found in the
file.
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The output file is called MSLAAgent.xml and is located in the same folder where
you installed the program. Rename the file based on the naming convention you
have chosen. Zip (compress) the file and you are ready to upload the file to SLIP.
4.2 upload the File to MS SLIP
Login to the MSLA SLIP site at:
https://slip.msla.org/portal/Common/login.aspx?ReturnUrl=%2fportal%2fDefault.aspx
Select Batch Submission from the main menu
Select the file from your PC you want to upload by clicking the Browse button
Click the upload button and add any comments you want associated with the file.
Then Submit
If the data file is invalid, the system will reject the entire file. An email will be sent
to the SLIP user to explain the rejection and request resubmission. The user must
correct the data file and resubmit it through SLIP. If the data file is valid, the file
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will be imported into a temporary queue for policy-level validation.
If the policy data fails ANY of the validations, the ENTIRE batch file will NOT be
accepted. An e-mail will be sent to the submission contact. The message will
contain a detailed description of the problem and instructions to correct and
resubmit the file.
SLIP Submission Rejected Sample
To correct the data, correct the errors in the Excel spreadsheet, recreate the XML
file and upload the new file into SLIP.
NOTE: Do not resubmit accepted XML files. This will result in duplicate policy data.
The submission contact will be required to correct duplicate data manually
through SLIP. Don’t forget to submit your paper files to the MSLA!
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5. Software Configuration Data
5.1 Overview
The software is configured specifically for your use. A file can contain transactions
for only one Agent and one Agency. The program inserts the Contact, Agency and
Agent information into the XML file when created.
5.2 Configuration Data
Please provide the following information:
Submission Contact
First Name:
Last Name:
Email:
Address1:
Address2:
City:
State:
Zip Code:
Phone #:
Reporting Agency
Agency Identification Number:
(The agency identification number is issued by MSLA, and can be found online at
http://www.msla.org/ViewPage.aspx?pc=2)
Agency Name:
Reporting Agent
First Name:
Last Name:
Please provide Surplus Lines Associates with billing information if different than the
submission contact information. We will provide you with an invoice.
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