Multi-policy LOAs and Batch Submit

One signed LOA often covers more than one plan. A client might sign a single letter listing five plans with the same provider, or a mix of pensions, ISAs and bonds spread across several providers. 4admin now reads that letter, splits it into one submission per plan, and lets you review and send them all together on the Batch Submit page.

Batch Submit is also the place to send many single-plan LOAs in one go. Drop the files in, check each row, and submit them together.

Read-only users can open Batch Submit but don't see the Add LoA, Retry or Submit buttons.

How 4admin splits a letter

When you analyse an LOA, 4admin lists every plan it finds on the letter. For each plan it records the plan number, the provider holding that plan and the plan type (Pension, SIPP, ISA, GIA, Bond or Protection), inferring the type from the letter where it isn't stated.

A few rules worth knowing:

• Plans are separated by a comma, semicolon, "and", "&", a slash with spaces around it, a new line or a new table row. So TK100029933 / TK020929293 is two plans, but AC/200393 is one.
• A range such as E000-E019 is treated as one plan.
• If the same plan number appears twice with the same provider, it's collapsed into one row.
• Client details that apply to the whole letter (name, NI number, date of birth, adviser) are shared across every row. Provider, plan number and plan type are set per row.

Getting to Batch Submit

There are three ways in.

From a single upload. Click Submit new LoA on the Submissions page, pick the client, upload the letter and click Analyse. If 4admin finds more than one plan, the modal closes and you're taken straight to Batch Submit with one row per plan. A toast tells you how many plans were found on the file.

From several files. Drop more than one file into the Upload new LoA(s) modal. You're taken to Batch Submit with one row per file. Any file that turns out to list several plans is split there too.

Directly. Click Batch Submit on the Submissions page, then click Add LoA or drop files onto the table. Each file is uploaded and analysed in turn, and any multi-plan letter is split into consecutive rows.

If the batch page is empty after a hand-off

The hand-off from the single upload modal is held in memory. If you refresh the page before it loads, the rows are lost. Just upload the file again from Batch Submit.

The Batch Submit page

Across the top you'll find Back (returns to Submissions), the page title, Add LoA, Retry N Failed (only when a send has failed) and Submit N Ready. The submit button is disabled until at least one row is ready.

Progress chips show how many rows are at each stage: Total, Analysing, Review, Ready, Sent, Send failed and Error. Click a chip to filter the table to that stage.

Reading a row

Column	What it shows
Status	Queued, Uploading, Analysing, Review, Ready, Sending, Sent, Error or Send failed
Client	The client name. Shows No client in red if missing
Provider	The provider for this plan, with a badge showing how quickly they typically reply
Plan #	The plan number. No plan # in red if missing
NI Number	The client's NI number. No NI in red if missing
Type	The plan type read from the letter. Shows Select type in amber if the letter didn't state one
Details, Certificates, Email	Icons showing whether each step has been done
Next Steps	The steps still to complete before the row is ready

Rows split from one letter show 1/3, 2/3 and so on next to the file name, meaning plan 1 of 3 from that document. Hover over it to see the file name.

To remove a row, hover over it and click the X. You'll be asked to confirm.

Getting a row ready

Each row has up to three steps under Next Steps. Click each chip to open it, and finish with Mark Step Done. When every required step is done the row shows Ready to submit.

Check details

• How is this being submitted? Choose By email (4admin emails the provider) or By post / portal (nothing is emailed, the record is saved so you can track it). For providers that use ULOA the second option reads By post / portal / ULOA and includes a login link.
• Confirm or edit the client, provider, Plan Number and NI number. The plan number is editable here, so fix any misreads before sending.
• Choose the policy type if the row shows Select type. You can't mark this step done without one.
• A duplicate warning appears if the plan number already exists on a live LOA in your organisation, with a View LoA link.
• Add notification emails for anyone who should hear when the provider responds.
• Set Auto-chase and the First chaser timing, just as in a single submission. For post or portal rows this is disabled, as there's no email thread to follow up on.

Check email (email rows only)

Review the To and CC addresses, the subject and the body. The subject is built from the client, provider and plan number, and the body comes from the email template for the row's plan type with the requested information already filled in. Edit anything you like, then click Mark Step Done.

Add certificates (optional)

Attach DocuSign certificates or any other supporting documents that should go with this LOA.

Work through the batch in order

Go down the rows one by one. Most rows only need a quick check of the details and the email before you mark them done. Rows that are missing a client, provider, plan number or type are highlighted in red or amber so you can spot them at a glance.

Submitting the batch

1. Click Submit N Ready. Only rows marked ready are included.
2. The Confirm Submission modal lists every LOA about to go, with the client, provider, plan number, type, recipients (or By post / portal - no email sent), subject and attachment count. It also tells you how many are going by email and how many by post or portal.
3. Click the confirm button. It reads Send N LoAs if everything is going by email, Record N LoAs if everything is post or portal, or Submit N LoAs for a mix.

4admin then sends the LOAs a few at a time. Sent rows turn green and fade out of the table. When the last one has gone you'll see All N LoAs submitted with a Back to LoA Submissions button.

Duplicates within a batch

If two rows in the batch share a plan number, the confirm modal warns you and marks each affected row with Same plan number as another LoA in this batch. Two records for the same plan can't have their provider replies matched automatically, so remove the duplicate row before sending.

What lands on the Submissions board

Every plan becomes its own LOA record with its own provider contact, email thread, auto-chasers and status. Five plans from one letter appear as five cards in the Submitted column, sharing the client name and the signed letter as their attachment. From here on each one is tracked independently, exactly like a single submission. See Tracking LOAs.

Drafts, failures and retries

• Drafts save automatically once a row has been analysed. You can close the page and come back later; nothing is lost until you send or delete a row.
• If a send fails, the row stays in the table as Send failed with the reason. Fix the problem and click Retry send on the row, or Retry N Failed in the toolbar.
• If you close the tab while rows are still sending, those rows reopen as failed with a note that the LOA may or may not have gone through. Check the Submissions list before retrying so you don't send the same LOA twice.

Limits and requirements

• Accepted files: PDF, DOCX, PNG and JPEG. Legacy .doc files aren't supported, so save them as .docx or PDF first.
• Password-protected PDFs ask you for the password when you add them.
• A row can't be sent without an attachment, a plan type, or if its email still contains an unfilled {RequestedInformation} tag.
• Up to three rows are analysed or sent at the same time, so large batches take a few moments to work through.

Frequently asked questions

Do the LOAs split from one letter stay linked? No. Once submitted they're separate records that happen to share a client and an attachment. There's no grouped view on the board, so filter by client to see them together.

Can I mix email and post rows in one batch? Yes. Set the method per row under Check details. The confirm button changes to Submit N LoAs for a mixed batch.

The letter covers several plans but 4admin only found one. Check how the plan numbers are written. Numbers joined by a slash without spaces, or given as a range, are read as one plan. Open Check details on the row, correct the plan number, then add the remaining plans as extra rows with Add LoA using the same file.

Can I edit a plan number after sending? Yes. Open the LOA record and use the pencil next to the plan number in the breadcrumb. See Tracking LOAs.