Batch Filing Overview
Batch Filing Procedures
XML Batch Submission allows users to log in to the Washington Filing Portal and upload a batch file containing policy data for one or more policies.
If you would like to electronically submit policy information using the XML Batch Submission method, please use the templates and review the documentation provided. The purpose of this documentation is to provide technical information on the batch submission process and to prepare technical resources to create batch files for submission.
Note: The intended audience includes system architects, designers, and developers with computer programming experience who will work with brokerages to extract policy data from internal data management systems for submission. It is assumed the reader has an understanding of XML (Extensible Markup Language) and HTTP protocols.
Important File Format Note
The system will not accept Microsoft Excel files saved as XML Data or XML Spreadsheet file types. Please follow the XML format described in the documentation to create a valid XML file from your database.
Answers to Common Batch Procedure Questions
There is no limit on how frequently batch files may be uploaded. For organizations submitting a high volume of transactions, we recommend coordinating with the Surplus Line Association of Washington to establish an appropriate submission schedule that supports timely examination.
Yes. Transactions submitted via the Batch Upload Method may be manually updated within the Washington Filing Portal. However, the reverse is not supported—transactions entered manually cannot be updated through the Batch Upload Method unless they were originally submitted via batch and include a unique Transaction ID.
Yes, the system can accommodate both methods. However, it is recommended that you use a single submission method whenever possible to avoid the risk of duplicate filings.
You will need to work with your IT or technical staff to determine the best way to export data from your system in the required XML format. Several resources are available on our website to assist with this process, including the Batch Reporting Procedures Manual, sample batch files, and the XML schema.
Yes, provided that the transaction was originally submitted using the Batch Upload Method, a unique Transaction ID was included in the original submission, and the transaction has not already been registered by the Surplus Line Association of Washington.
The Transaction ID is a unique alphanumeric value assigned by the brokerage to identify a specific policy transaction submitted through the Batch Upload Method. It allows previously submitted batch transactions to be updated. When a Transaction ID is submitted, the system checks for an existing transaction with the same ID and, if found, attempts to update that transaction with the new data provided. Transaction IDs should remain unique across all batch submissions.
The Brokerage Number is a unique identifier assigned to each brokerage by the Surplus Line Association of Washington. This number (also referred to as your SLA Number) can be found on our website on the Brokerage Firm Listing or Insurer Listing.
No. Batch submissions must be submitted in XML format, which differs from Excel. XML is a widely used standard for data exchange and provides benefits such as data validation, structural consistency, and platform independence. Please review the Batch Reporting Procedures Manual and coordinate with your technical staff to prepare files in the required format.
Yes. A Washington Filing Portal account is required to submit policy data using the XML Batch Upload Method.
