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10. Insurance company forms

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Here is the step-by-step procedure for using the “Forms” section in Centralize, to quickly find and download official documents from financial institutions.

Objective

Access the AgenZ’s centralized database to retrieve application, enrolment, change or compensation forms from different insurers without having to navigate through each individual portal.

Prerequisites

  • Locate the magnifying glass file icon in the left column of your Centralize interface.

Step 1: Conduct an effective search

To get accurate results, combine the use of keywords and category filters:

  1. Keywords: Enter specific terms (e.g., “membership,” “TFSA,” “commission”).
    • ⚠️ Warning: Avoid the word “form” that is too generic, because the system may list all the documents in the database containing this word, making the search less precise.
  2. Filters by category: Refine your search by selecting the institution (e.g. Beneva) and the section concerned:
    • Individual or group insurance.
    • Investment Products / Investment.
    • Remuneration (commission scales, deduction dates).
    • Banking solutions and reference documents.

Step 2: Check the validity of the document

Before downloading, pay particular attention to the date of the version indicated in the results:

  • Comparison: Check if the version offered is newer than the one you have locally on your computer.
  • Update: If you find that a newer version exists with the provider but is not yet on Centralize, use the provider’s version and, ideally, notify AgenZ for the database update.

Step 3: Download and view

  1. Locate the form number or file name in the list.
  2. Click on the link to start the download on your computer.
  3. Once the download is complete, open the file to use it or pass it on to your customer.

Step 4: Tips for Difficult Research

If a specific keyword does not yield any results (e.g., “pay scale”):

  • Simplify: Try with a single broader keyword (e.g., “compensation” instead of “grid”).
  • Expand: Search “All providers” to see if the document exists under a different name, then narrow the search again.

💡 Organizational Tips

  • Local base: For forms that you use frequently, it is strongly recommended that you create a folder structure on your computer (one folder per institution, then per product type).

Centralize as a fallback: Use Centralize’s search engine for occasional documents or to validate that your local versions are always up to date.