Engineering Blog · Post #1

Multi-Source Submission Intake: Email Monitoring, AI Parsing, and Auto-Triage in One Pipeline

How InsightUW processes a D&O submission from broker email to underwriter work queue in under 2 minutes — with zero manual data entry.

The Problem

A typical P&C carrier receives submissions through 5+ channels: broker emails, portal uploads, phone calls, renewals from the policy system, and increasingly, RPA bot feeds from document management systems. Each channel has its own format, its own entry point, and its own manual process.

The result? Submissions get lost in shared inboxes, data gets re-keyed across systems, and the first carrier to quote wins 70% of placements — while your team is still triaging.

The InsightUW Approach

InsightUW consolidates all submission sources into a single, automated intake pipeline. Every submission — regardless of source — flows through the same triage, assignment, and compliance checks.

graph LR subgraph Sources["Submission Sources"] A["📧 Broker Email"] B["🌐 Broker Portal"] C["📞 Phone / Walk-in"] D["🔄 Renewal System"] E["🤖 RPA Bot"] end subgraph Pipeline["Unified Intake Pipeline"] F["Parse & Extract"] G["Create Submission Auto-generate SUB-ID"] H["Store Documents S3 / Share Point"] end subgraph Triage["Auto-Triage"] I["Ofac Screening"] J["Duplicate Detection"] K["AI Appetite Check"] L["STP Evaluation"] end subgraph Assign["Assignment"] M["Fifo Round-Robin to Underwriting Assistant Team"] N["Notify Assigned Analyst"] end A --> F B --> G C --> G D --> G E --> G F --> G G --> H G --> I I --> J J --> K K --> L L --> M M --> N

The Scenario

Lockton Risk Advisors sends an email to uw-specialty@company.com:

From: john.miller@lockton.com
Subject: D&O Submission — Solaris Energy Holdings
Body: Please find attached D&O application for Solaris Energy Holdings. Public company, $4.5B revenue, renewable energy sector. Requesting $20M Side A/B/C coverage, effective September 1, 2026. ESG litigation concerns noted. Recent CFO departure.
Attachments: DO_Application_Solaris.pdf, Financial_Statements_2025.pdf, Loss_History_5yr.xlsx

What Happens in InsightUW (Timeline)

Time	Event	System Action
9:00:00 AM	Email arrives at monitored mailbox	Outlook webhook fires
9:00:02 AM	Email parsed	Insured: "Solaris Energy Holdings", LOB: D&O, Limit: $20M, Broker: Lockton, Effective: Sep 1, 2026
9:00:03 AM	Submission created	`SUB-2026-DO-0042`, status: `new`, source: `email`
9:00:04 AM	Documents stored	3 files → S3: `submissions/619b.../DO_Application_Solaris.pdf`
9:00:05 AM	OFAC screening	Clear — no matches against SDN, OFAC, EU, UK sanctions lists
9:00:06 AM	Duplicate check	Clear — no existing submission for "Solaris Energy Holdings"
9:00:07 AM	FIFO assignment	Assigned to Sarah Chen (Senior UW, D&O specialist) — next in CBP rotation
9:00:08 AM	Notification sent	Sarah's app header bell: "📋 New D&O submission — Solaris Energy"
9:00:08 AM	Audit trail	8 events logged: email received, parsed, created, stored, OFAC, dedup, assigned, notified

Total time: 8 seconds. Zero human intervention.

What Sarah Sees

Sarah opens her work queue and sees Solaris Energy at the top (high priority, just received). She clicks into the submission and hits "Analyze Submission" — 8 AI checks run in parallel:

Check	Result	Time
Extract	12 fields from D&O application, 96% confidence	1.2s
Enrich	D&B: credit score 78, Moody's: Baa2 stable	0.8s
STP	REFERRED — limit exceeds $5M STP threshold	0.1s
Appetite	ACCEPT — score 82/100, matches "D&O Public Large Cap" rule	0.5s
Rate	Indicated premium $425K, range $361K-$489K	0.3s
Similar	3 similar D&O accounts found, 2/3 resulted in quotes	0.4s
Assign	Confirmed: Sarah Chen best fit (D&O specialist, score 90)	0.2s
CAT	N/A for D&O	0.1s

Sarah now has everything she needs to make a decision — without opening a single attachment manually.

The Email Parsing Engine

InsightUW's email parser extracts structured data from unstructured broker emails using pattern matching and keyword detection:

graph TD subgraph Input["Email Input"] A["Subject Line"] B["Email Body"] C["Sender Address"] D["Attachments"] end subgraph Parse["Parsing Rules"] E["Subject Pattern Submission — {Insured Name}"] F["LOB Keywords D&O, cyber, property, GL..."] G["Limit Regex $5M, $10,000,000"] H["Date Regex effective MM/DD/Yyyy"] I["Broker Domain Map marsh.com → Marsh & Mc Lennan"] end subgraph Output["Parsed Result"] J["insured name: Solaris Energy"] K["lob: D&O"] L["requested limit: $20,000,000"] M["effective date: 2026-09-01"] N["broker name: Lockton Risk Advisors"] end A --> E B --> F B --> G B --> H C --> I E --> J F --> K G --> L H --> M I --> N

Broker Detection by Domain

Sender Domain	Detected Broker
`@marsh.com`	Marsh & McLennan
`@lockton.com`	Lockton Risk Advisors
`@gallagher.com`	Gallagher Specialty Group
`@aon.com`	Aon Risk Solutions
`@wtwco.com`	Willis Towers Watson

New broker domains are added through the Reference Data admin page — no code changes needed.

Mailbox Configuration

Administrators configure monitored mailboxes through the Platform Features page:

Mailbox	LOB Routing	Underwriting Assistant Team	Assignment Mode	Poll Interval
`uw-property@company.com`	Property	Commercial Lines	FIFO	5 min
`uw-cyber@company.com`	Cyber	Cyber & Tech	FIFO	5 min
`submissions@company.com`	Auto-detect	Commercial Lines	FIFO	3 min
`uw-specialty@company.com`	Auto-detect	Specialty	FIFO	5 min
`marine@company.com`	Marine	Specialty	FIFO	10 min

When a mailbox has lob_routing = null, the AI parser auto-detects the LOB from the email content.

Document Handling

Every email attachment is automatically:

Validated — file type (PDF, Excel, Word, Email) and size (max 25MB)
Stored — to the configured storage backend (S3 primary, SharePoint sync, Network archive)
Deduped — SHA-256 hash prevents duplicate uploads
Categorized — AI detects document type from filename: "ACORD 125" → acord form, "Loss_Runs" → loss runs
Tracked — Submission Document record with source, category, status, storage path

LOB Document Checklist

Each LOB has configured required documents. For D&O:

Document	Category	Required	Status
D&O Application	application	Yes	✅ Received
3-Year Audited Financials	financials	Yes	✅ Received
Most Recent 10-K	financials	Yes	❌ Missing
D&O Questionnaire	supplemental	Yes	❌ Missing
5-Year D&O Loss History	loss_runs	Yes	✅ Received

Completeness: 60% — Sarah sees this immediately and can request the missing documents.

Audit Trail

Every step is logged with who, what, when, and why:

Process an Email

Key Metrics

Metric	Before InsightUW	After InsightUW
Email-to-submission time	15-45 minutes (manual)	8 seconds (automated)
Data entry errors	8-12%	0% (parsed, not typed)
Submissions lost in inbox	23%	0% (every email tracked)
Time to first UW review	4-8 hours	< 30 minutes
Audit trail completeness	Partial (manual notes)	100% (every action logged)

InsightUW is an AI-powered underwriting workstation for P&C carriers. Request a demo to see multi-source intake in action.