---
title: Full Responsibility Summary
description: The table below provides a comprehensive breakdown of every action in the renewal lifecycle. Use this as a quick reference guide to understand what is automated and what requires your input, and at which point in the process each action…
url: "https://merlo.ai/help/full-responsibility-summary/"
updated: "2026-05-25"
category: Insurance Automation
---

# Full Responsibility Summary

The table below provides a comprehensive breakdown of every action in the renewal lifecycle. Use this as a quick reference guide to understand what is automated and what requires your input, and at which point in the process each action occurs.

| **Task / Action** | **Owner** | **When** |
| --- | --- | --- |
| Scan portfolio and identify policies expiring in 3 months | **Merlo AI** | 1st of month |
| Create renewal records in the Dashboard | **Merlo AI** | 1st of month |
| Send renewal notification email to the assigned strata manager | **Merlo AI** | 1st of month |
| Review notification email and log in to the Dashboard | **You** | Within days |
| Optionally set the Valuation Override before broker contact | **You** | Before step 6 |
| Provide broker selection and action instructions in the Dashboard | **You** | Required |
| Email broker to request quotes or instruct renewal | **Merlo AI** | After step 6 |
| Contact commercial lot owners for tenant details (if applicable) | **Merlo AI** | Overnight |
| Email broker with tenant details for commercial lot plans | **Merlo AI** | After tenants reply |
| Wait for broker to send quote or proposal email | **You** | Broker-dependent |
| Drag and drop broker quote email into Merlo AI – Insurance folder | **You** | On receipt |
| Read and process broker email and proposal documents | **Merlo AI** | Within 5 min |
| Identify the matching renewal record for the received email | **Merlo AI** | Within 5 min |
| Draft committee summary email presenting policy options | **Merlo AI** | Within 5 min |
| Review AI-drafted committee email and make edits if needed | **You** | Before sending |
| Send committee email to the owners/committee | **You** | After review |
| Receive committee decision on preferred policy | **You** | After committee |
| Record committee decision in the Dashboard (Preferred Insurance Policy) | **You** | Required |
| Email broker to bind policy, request invoice and Certificate of Currency | **Merlo AI** | Immediately |
| Wait for broker to send invoice and Certificate of Currency | **You** | Broker-dependent |
| Drag and drop final documents email into Merlo AI – Insurance folder | **You** | On receipt |
| Process final documents and link to renewal record | **Merlo AI** | Within 5 min |
| Mark renewal as Complete and archive the record | **Merlo AI** | Automatically |