Have create prompt but still it does not give me the excel as requested please assist:
Prompt: Detailed Prompt and Workflow for Data Extraction and Mapping
1. Full Extraction of All Sections and Items
Objective: Capture every section and item from the Hernuwingskedule Januarie 2025 (insurance schedule) document. This includes sections that are covered as well as those with no coverage (for completeness). The approach should systematically parse the PDF to identify section headings and list all items under each section.
- Identify Section Headers: Use consistent patterns in the PDF text to find where each new section begins. In the Santam schedule, section titles are in uppercase and include the word “AFDELING” (Afrikaans for “Section”)
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. For example, “GEBOUE OMVATTEND AFDELING” indicates the Buildings Combined Section
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, and “KANTOORINHOUD AFDELING” indicates the Office Contents Section
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. These headers mark the start of a section.
- Extract Section Content: Once a section header is found, extract all the content until the next section header. This ensures capturing all items and details within that section. Each section typically contains subheadings like “AFDELING INLIGTING” (section information), “… DEKKING” (cover details), “… KLOUSULES EN UITBREIDINGS” (clauses and extensions), “… VOORWAARDES” (conditions), and lists of items or premises. The extraction process should preserve the hierarchy – for example, under Buildings Combined Section, include the premises info, item info, and coverage details for each item.
- Include All Items: Ensure every insured item listed in the schedule is captured. Items are often enumerated or prefixed by numbers. For instance, under Geboue Omvattend (Buildings Combined), the schedule lists an item “1: VAN RIEBEECKSTRAAT 4, JOUBERTINA…” with its details
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. The workflow must pull such item descriptions, addresses, and insured values. In our example, the building at Van Riebeeckstraat 4 is an item with a sum insured of R2,800,000
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. All such item entries (including their addresses and values) should be extracted and not missed due to page breaks or formatting.
- No-Coverage Sections: The schedule explicitly lists sections with no coverage in a dedicated list
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. Extract those section names as well, because they will be mapped as “Not covered” (or “No”) in the summary template. This ensures the final summary is comprehensive by also indicating which standard sections are not included in the policy. For example, the schedule shows no coverage under sections like Fire (“Brand”), Business Interruption (“Sake-onderbreking”), Accounts Receivable (“Rekenings Ontvangbaar”), etc.
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. These should be noted during extraction.
By thoroughly scraping every section and item, we lay the groundwork for a complete dataset that includes all insured sections (with their items) and confirms which sections are excluded. This full extraction forms the basis for accurate mapping into the summary template.
2. Inclusion of All Covered Perils and Extensions
Objective: For each section and item, capture all covered perils and policy extensions/clauses as listed in the schedule. The goal is to not only extract the main coverage values, but also the specific perils insured against and any additional extensions or clauses that apply, as these often appear as bulleted lists under each section.
- Covered Perils: Identify the list of perils covered under each section. In the schedule, these appear under headings like “… VERSEKERDE GEVARE” (insured perils) or within the coverage details. For example, under the Buildings Combined Section, the insured perils include Fire, Lightning, Explosion, Earthquake, Storm, Wind, Water, Hail, Snow, Impact, Malicious Damage, Theft, etc., each marked as “Ingesluit” (included) or “Nie ingesluit” (not included)
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. The extraction routine should collect every peril and its inclusion status. This ensures that when mapping, the summary can reflect all the perils covered by the policy (or at least confirm the section provides “All standard perils” coverage). No peril should be omitted in the extraction; for instance, the above example also shows Malicious Damage included
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and certain sub-coverages like Accidental damage to glass excluded
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– all of these are important to record.
- Extensions and Clauses: Similarly, capture all extensions (additional benefits) and clauses for each section. These are often listed under headings like “… KLOUSULES EN UITBREIDINGS” (clauses and extensions) or within section/premises details. The schedule provides a bullet list of extensions that are included or not. For example, in the Buildings Combined Section, extensions such as Cost of demolition (Koste van sloping), Removal of debris (Wegdoen met wrakgoedere), Fire extinguishing charges (Brandbluskoste), Municipal plan fees, Public authorities requirements, Main supply connections, etc., are all marked “Ingesluit” (included) under the section
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. Another example is the Buildings cover extensions like Capital additions (included at 20% of sum insured) and Prevention of access (included with a 25 km radius)
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. The workflow must gather each of these entries along with their limits or conditions (e.g., percentages, amounts, or “as per policy wording”).
- Item-Level Extensions/Perils: Some perils and extensions are specific to an item or premises. For instance, a premises might have Power Surge cover included with its own insured amount and excess
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, or an item like a building might have a special condition for solar panels excess 10% as shown in the building’s coverage
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. The extraction should be fine-grained enough to catch such details tied to specific items. This means parsing not just section-wide lists, but also sub-lists under each premises or item (often indicated by an indented bullet or numbering in the PDF).
By ensuring all these perils and extensions are extracted, we can later map them so that the summary reflects the full scope of coverage. In practice, the summary template may condense this information (e.g. stating “All standard fire perils covered, including malicious damage and theft” for a section), but having everything extracted guarantees that even less-common extensions or special clauses are not overlooked during mapping.
3. Precise Mapping to the Commercial Summary Template (2024)
Objective: Align the extracted data to the predefined columns and structure of the Commercial Summary Template 2024. Each piece of information from the schedule (section names, item details, sums insured, perils, extensions, etc.) should be placed into the correct location in the template, ensuring nothing is lost or miscategorized. This step defines how each data point maps to the summary format.
- Template Structure Understanding: First, understand the layout of the Commercial Summary Template. It contains columns such as Section, a Brief Description of Insured Events and Main Extensions, and an “Applicable: Yes/No” indicator for whether the section is included in the policy. For example, in the template, Fire Section (Brand), Buildings Combined, Office Contents, etc., are listed under the Section column, each with a descriptive summary of cover in the next column, and a Yes/No column to show if that section is part of the policy
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. The template likely also has places to input the sums insured or item details for each section (this might be within the description cell or as additional lines). We will map our data accordingly: Section names to Section column, coverage descriptions (with perils/extensions) to the description column, and checkmarks or “Yes/No” flags to the applicable column.
- Mapping Section Names: For each extracted section, find the corresponding section in the template. The naming should match the standard terms used in the template. For instance, the PDF’s “GEBOUE OMVATTEND AFDELING” should map to “Buildings Combined” section in the template, and “KANTOORINHOUD AFDELING” maps to “Office Contents” section. Mark these as “Yes” (applicable) in the template since the schedule shows they are covered. Sections that were listed as having no coverage (extracted in step 1) should be marked “No” in the template. For example, the schedule’s list of no-cover sections includes Fire, Theft, Money, etc.
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, so in the summary template the Fire Section row would be marked “No”, Theft Section “No”, and so on, to mirror the source document. This one-to-one mapping ensures the summary’s Section list is an accurate reflection of the policy.
- Mapping Items and Sums Insured: Where the template requires detail on covered items or sums, insert the extracted item information into the proper fields. In many commercial summary templates, this is done by either adding indented rows or notes under the section, or by populating specific columns for sums insured. For example, under Buildings Combined, the extracted building item “Van Riebeeckstraat 4 – Office Building” with R2,800,000 sum insured
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should appear. This could be in the description column (e.g., “Office building at Van Riebeeckstraat 4 insured for R2.8 million”) or in a dedicated Sum Insured column if the template has one. Each item from the schedule should be mapped similarly: list the item (property or content) and its insured value in the summary. If multiple items exist under a section (e.g., several buildings or multiple contents locations), each should be included, possibly as separate line entries or a combined list in that section’s area of the summary.
- Mapping Perils and Extensions to Description: The “Brief Description of Insured Events and Extensions” column in the template will be filled using the extracted perils and extensions from step 2. Rather than listing every single peril (which can be verbose), the strategy is to provide a concise summary that still covers all included perils. For instance, for Buildings Combined, we might populate the description with: “Covers physical loss or damage to the building due to fire, lightning, explosion, earthquake, storm, water, hail, malicious damage, impact, and related perils, including theft of landlord’s fixtures. Includes extensions such as demolition costs, removal of debris, fire extinguishing charges, public authorities requirements, capital additions (20%), prevention of access (25 km radius), etc.” This text is derived from the detailed list in the schedule
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, distilled into a summary form. The key is that every peril or major extension that is marked “Included” in the schedule is mentioned or encompassed in the summary description. Less critical exclusions can be omitted or noted as “standard exclusions apply” unless the client specifically needs them listed. For sections like Office Contents, do the same: include all primary insured events (e.g., fire, flood, theft, etc. as applicable) and any special extensions (perhaps theft cover, rent cover, etc. as indicated in the office contents section of the schedule). This mapping step should follow any specific column mapping rules given in the template documentation (for example, if the template has separate columns for “Sum Insured” or “Deductibles”, those should be filled from the corresponding extracted data such as item insured values or excess amounts).
- Consistency and Verification: After mapping, cross-verify a few critical entries to ensure accuracy. For example, verify that every section marked “No” in the template corresponds to the schedule’s list of excluded sections, and every “Yes” section has the correct items and cover details transcribed. Verify numeric values like sums insured or limits against the PDF (e.g., check that the R1,000,000 liability cover under Buildings Combined
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or the R50,000 power surge cover
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made it into the summary in the right place). This mapping discipline guarantees the summary template is a faithful and precise reflection of the schedule.
4. Automated Workflow for Repeatable Updates
Objective: Implement the above extraction and mapping process in an automated, repeatable way. Future policy schedules (for example, the next renewal or any policy update) should be processed with minimal manual effort, ensuring consistency across time. The workflow will likely be executed via a script or program that can be run for each new document.
- Tool Selection: Use reliable tools/libraries to parse PDF content and manipulate Excel files. For example, a Python-based solution could involve a PDF parsing library (such as PyMuPDF/fitz, pdfplumber, or PDFminer) to extract text from the Hernuwingskedule PDF. The extracted text can then be processed with Python (using string parsing or regular expressions to find section headings, items, etc.). For writing to the Excel summary template, libraries like openpyxl or pandas can update cells without disturbing the existing formatting (ensuring the logo and layout remain intact).
- Structured Parsing Logic: Program the extraction in a structured manner. For instance:
- Read the entire PDF text into memory.
- Split the text by section using known section name patterns (as identified in step 1, e.g., any line in all-caps ending with “AFDELING” denotes a new section).
- For each section chunk, further parse into sub-components: general cover, extensions, premises, items, perils, etc. Maintain a dictionary or similar data structure to store all details (e.g., data[“Buildings Combined”][“Items”] = […], data[“Buildings Combined”][“Perils”] = […], data[“Buildings Combined”][“Extensions”] = […]). This structured data will mirror the hierarchy of the document.
- Repeat for all sections. Also capture the list of sections with no coverage (perhaps from a specific page or heading that enumerates them
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).
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Dynamic Mapping to Template: With the structured data, automate the population of the Excel template. The script should:
- Open the template file and locate the row for each section (the template likely has a fixed ordering of sections). This can be done by searching for the section name in the first column of the sheet.
- Update the “Applicable” column to “Yes” or “No” based on the data.
- If “Yes”, inject the appropriate description text (constructed from the data’s perils/extensions) into the description column. This might involve string concatenation of the list of perils and extensions – possibly using a predefined template sentence for consistency. For example, if the data for Office Contents section has perils X, Y, Z, the script can format a sentence like “Covers X, Y, Z and related risks, with extensions A, B, C included.”
- Insert item details: If the template is designed to list items separately, the script may need to insert new rows or populate specific cells with item names and sums. This could require adjusting Excel rows (ensuring formulas or formatting extend if needed). If instead the template expects item info in the same row (e.g., a single-cell summary), then format the item list into that cell (for instance, “Items: Building 1 at Address (R2.8m); Office Contents at Location (R500k); …”).
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Loop for Multiple Documents: Design the script so that it can be pointed at a new PDF file and produce an updated summary each time. Key to this is handling variations gracefully – for example, if a future schedule has an extra section or omits one, the code should recognize that and still map correctly (perhaps by using the section names as keys, rather than assuming position). Keeping the template columns constant allows the same mapping logic to apply each time.
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Testing and Iteration: After setting up the automation, test it on the January 2025 schedule and maybe older schedules if available. Compare the output to a manually compiled summary to ensure accuracy. Once verified, this workflow can be used for each renewal. This repeatable process drastically reduces manual transcription errors and guarantees that each update of the policy schedule is reflected in the summary template identically. By automating the extraction->mapping pipeline, consistency across updates is ensured since the same rules and format are applied every time. If any changes occur (say the insurer adds a new peril or a new section in the policy), updating the script’s logic in one place will uniformly apply to all future extractions.
5. Maintaining Branding and Specified Layout in the Final Output
Objective: Ensure the final populated summary retains the company’s branding (e.g., logos, headers) and follows the desired layout format. The summary should be presentation-ready, with all data in the right place without breaking the formatting.
- Using the Provided Template: The Commercial Summary Template 2024 likely already contains branding elements such as the company logo, color schemes, and pre-formatted headings or notes. By inserting data into this existing template (instead of generating a new file from scratch), we inherently preserve these branding elements. For instance, the template’s cover page or header (which might include a logo image on the “Summary” sheet) will remain untouched by the data insertion script, other than adding the new text in the intended cells. This means the company logo and any header text (like “Insurance Portfolio Summary 2024”) will appear in the final output exactly as in the template.
- Adhering to Layout: The workflow must take care not to disturb the template’s layout. This involves:
- Writing into cells rather than inserting columns that could shift things. The mapping in step 3 specifies exact columns for each piece of data, so the script will target those cells (e.g., put “Yes” or “No” in the correct column, fill descriptions in the merged cell spanning columns B–J, etc.). By doing so, it preserves the template’s column widths, font styles, and any merged cells for design.
- If new rows are needed (for listing multiple items under a section), the script should insert them in a controlled manner that keeps the formatting consistent. One approach is to use a hidden pre-formatted row as a template for insertion, or to copy the style from the nearest row. This way, the new content looks uniform with the rest (same font, borders, etc.).
- Keep paragraphs and bullet lists in the description column formatted neatly. If the template expects a single paragraph, the script should combine the perils/extensions into a flowing sentence. If the template uses line breaks or bullets, the script can insert newline characters or bullet symbols as appropriate. The end result should look as if it was prepared manually by following the company’s style guide, with no odd spacing or misaligned text.
- Final Output Generation: Once the template is populated, the final output can be delivered as an Excel file or exported to PDF for distribution. The workflow can include an automated conversion to PDF (using Excel or a library) to produce a client-friendly document. Throughout this conversion, ensure the layout remains correct (for example, check page breaks in the PDF, make sure the logo and header appear on the first page, etc.). Because the template was designed for this purpose, using it means the branding (company name, logo, perhaps a footer with contact info) and the structured layout (section headings, notes, and columns) are inherently applied to every output.
- Quality Check for Branding: As a last step, visually inspect or have the script verify that branding elements are present. For instance, confirm the logo image is still in the file (the automation should not delete or move it – generally writing cell values won’t affect an image). Also, verify that the “NOTES:” section or any introductory text in the template (if any) is still intact. In our template, there was a notes section explaining that the summary is for convenience and not exhaustive
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– this remains as is. Maintaining such text ensures compliance with any legal or informational requirements in the layout.
By following the above steps, we develop a robust, detailed methodology for extracting all relevant information from the Hernuwingskedule (and similar documents) and mapping it into the Commercial Summary Template. This approach guarantees that every section, item, peril, and extension is accounted for in the final summary. The automation component means future updates can be processed reliably with the same consistency. Finally, leveraging the existing branded template ensures the summary output is professional and aligned with the company’s presentation standards. This end-to-end workflow yields a consistent and accurate summary document for each policy renewal or update, saving time and minimizing errors while preserving quality and branding.