📄️ Overview
LOA Submissions let you send Letters of Authority to providers, track their responses, and turn the information you receive into policy analyses — all from within 4admin.
📄️ Setting Up Your LOA Mailbox
Before you can send and track LOAs, you need to connect an email account and then designate it as your LOA mailbox. The LOA mailbox is the account 4admin uses to send LOA requests and monitor provider replies.
📄️ Custom Email Templates
You can customise the email templates used when submitting LOAs. Templates support dynamic tags that auto-fill with client and policy details.
📄️ Submitting an LOA
1. Click Submit LOA to open the submission drawer
📄️ How Email Association Works
When a provider replies to your LOA, 4admin automatically matches the response to the correct LOA record — and, where it can, opens and reads the attachments to confirm the match and file them against the record. Here's how that works:
📄️ Handling Unassigned Mail
Sometimes, 4admin can't automatically assign an incoming email to an LOA record. These emails appear in the Unassigned tab of your Smart Inbox so you can manually triage them.
📄️ Submitting via Post or Portal
Not all providers accept LOAs by email. Some require submission through their own portal, by post, or through another non-email channel. 4admin supports this with the Post / Portal submission option, which saves the LOA record without sending an email.
📄️ Manually Uploading Documents
If a provider responds through a portal, or secured email, you can upload the documents directly to the LOA record for full traceability.
📄️ Calling a Provider
You can call a provider directly from 4admin to chase up on an LOA's status using the built-in phone feature.
📄️ Tracking & Updating LOA Status
Each LOA moves through a lifecycle of statuses. You can track and update these from the LOA detail page.
📄️ Creating an Analysis from a Completed LOA
Once you've received the information you need, you can turn it into a full policy analysis without leaving the LOA record.
📄️ Adding Documents to an Existing Analysis
Sometimes a document arrives after you've already analysed an LOA — for example, a contribution history that wasn't included the first time round. Rather than starting a new analysis, you can add the missing document to the analysis that already exists, straight from the LOA screen.
📄️ Handling Rejected LOAs
When a provider rejects an LOA, it lands in the Rejected column on your board — but rejections don't all need the same response. There are three ways to handle a rejected LOA in 4admin, depending on what happens next:
📄️ Resubmitting a Rejected LOA
If a provider rejects an LOA — for example, because of an address mismatch or because it was sent to the wrong email — you don't need to start from scratch. You can correct the issue and resubmit straight from the same LOA record: 4admin sends a fresh email to the corrected contact and updates the existing record, rather than creating a duplicate.
📄️ Understanding 4admin Insights
4admin Insights is a panel on the LoA page that tells you the policy features we most often see on similar policies — so you know what to expect from a plan before the provider has replied.