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.

When to use this

Use the post/portal option when you are:

• Uploading a signed LOA to a provider's own portal (e.g. Aviva, Aegon)
• Sending the signed LOA by post
• Submitting through any channel other than email

The LOA record is still tracked in 4admin exactly the same way — you just handle the actual delivery yourself.

How to submit

1. Click Submit LOA and upload your LOA document as normal
2. Review the extracted details (provider, plan number, client name, etc.) on the Review details screen
3. In the bottom-left of the modal, click Submitting via post or provider portal?
4. You'll be taken to the Post / portal submission screen
5. Add notification emails — these people will be alerted when the provider responds
6. Click Save record (won't send an email)

The LOA record is saved with a status of Submitted and the submission method is recorded as post/portal. No email is sent to the provider.

tip

Your email address is auto-populated as a notification recipient. Add colleagues who should also be notified when the provider responds.

What happens next

After saving:

• The LOA record appears in your LOA list and Kanban board like any other submission
• If the provider happens to email you back, 4admin will still update the status of the LoA
• The status history records the submission date and method
• You can manually upload documents when the provider responds through their portal or by post
• You can update the status, add notes, and create an analysis — exactly as you would with an email submission

Key differences from email submission

	Email submission	Post / portal submission
Email sent to provider	Yes	No
Auto-chase follow-ups	Available	Not available (no email to chase)
Provider reply tracking	Automatic via inbox	Manual — upload documents yourself
Status tracking	Automatic + manual	Manual
Notification emails	Yes	Yes
Creating an analysis	Yes	Yes

info

Since no email is sent, 4admin cannot automatically detect provider replies via post or portal. When you receive a response through the portal or by post, upload the documents manually and update the LOA status.