Assignment Detail

On the Assignment Detail page, you will see a Detail Summary that includes information about the insured name, claim number, data set, assignee, status, and estimate total. You will also see a Select an Action menu that you can use to complete a number of actions, and a number of tabs from which you can review assignment information, update statuses, and add notes and files.

The screen shots in this document are generic, and your company’s interface may vary.

Related: FAQ > Assignment Questions

Access the Assignment Detail page

You can access the Assignment Detail page for a specific assignment in many ways:

• Select an assignment from Advanced Search Results, the XASP Assignment Queue®, or the Management Information reports and Activity reports.
• Type an insured name or claim number into the Quick Search area on the Welcome page. Click Search.
• Select a claim number from the Recently Viewed Assignments table on the Welcome page.

Complete actions from the Assignment Detail page

You can complete a number of actions on a specific assignment from the Assignment Detail page:

Assign

This option appears if an assessor or builder is not currently assigned to the assignment. Select Assign to assign an assessor or builder to the assignment.

Reassign

This option appears if the assignment is already assigned to an assessor or builder. Select Reassign to replace the current assessor or builder with a new assessor or builder.

Email Assignment

Select Email Assignment to email the entire Assignment Detail or a selected portion of the Assignment Detail to selected recipients. This may be useful when working with the insured, interested parties, or collaborators.

• You can insert a custom template in the body of the email. The template can be configured per data set. Contact your product specialist or account manager to set this up.

Send Read-Only Estimate

Select Send Read-Only Estimate to send a read-only estimate to an XactNet Address. The recipient will be able to view the estimate but make no alterations. This option is only available after an assignment is assigned.

Already Exported to (Third Party)

This is not a selectable option. This bookmark appears when you have already exported the assignment to a third-party company.

Request (Third-Party) Roofing Measurement

This option appears when you have an account with a third-party roofing-measurement company and are in a data set with the appropriate rights. For more information, see How to collaborate with third parties in the Getting Started guide. Select this option to request a roofing measurement from a third-party company.

Assignment Detail tabs

On the Assignment Detail page, you will see a Detail Summary that includes information about the insured name, claim number, data set, assignee, status, and estimate total. You will also see a number of tabs from which you can review assignment information, update statuses and add notes and files. The following sections discuss each tab.

DETAILS

The Details tab is displayed by default and shows the assignee information, XactAnalysis® statuses, workflow statuses, and approval statuses (see Statuses for a complete list of statuses in XactAnalysis).

The Assignee Information section displays information about the assessor or builder assigned to the assignment and their contact information. The XactAnalysis Status section displays system-based statuses that are automatically tracked by XactAnalysis. The Workflow Status and Approval Status sections display statuses that can be updated manually.

Assessor or Builder tasks

The following tasks are usually accomplished by the assessor or builder in Xactimate®:

Customer Contacted

This status informs the insurer when the customer was contacted. You update this status in the Details tab, or XactAnalysis updates it with information received from Xactimate.

Site Inspected

This status informs the insurer when the property was inspected. You update this status in the Details tab, or XactAnalysis updates it with information received from Xactimate.

Job Started

This optional status informs the insurer when the job has been started.

Job Completed

This optional status informs both parties then the job has been completed.

Work Not Proceeding

This optional status informs both parties when the client or insured has refused the job.

File examiner tasks

The following tasks are usually accomplished by file examiners:

• Workflow statuses are customisable, and the following definitions are examples of how a company may use them.

Reviewer Assigned

This status indicates that a completed estimate has entered the estimate review queue to be reviewed, and the review administrator has assigned it to a specific reviewer.

Review Accepted

This status indicates that the person assigned to complete the review has accepted the review.

Reviewed with Exceptions

This status indicates that the reviewer completed reviewing the estimate but found problems. In this situation, the estimate often requires additional work. When the additional work is complete, the estimate is uploaded again, and a subsequent review is performed.

Review Completed

This status indicates that the estimate review is complete and has no problems.

QA Approved

This is an optional quality-control status that insurers or service provider companies often use to indicate that a specific type of review has been satisfactorily completed.

Client Approved

This is also an optional quality-control status that insurers or service provider companies often use to indicate that a specific type of review has been satisfactorily completed.

File Status

This optional status allows the insurer to mark the assignment Closed. When an assignment is marked Closed, the assignee can no longer update the estimate, unless the carrier updates the status to File Reopened.

Other tasks

The following tasks can be accomplished by anyone with appropriate rights:

Collaboration Status

This status allows any user with the Collaboration Admin user right to assign an estimate for collaboration, and shows the date and time of any collaboration that has occurred.

Attention Status

This status allows any user to mark an assignment as Attention Needed, indicating that the assignment is time-sensitive or requires special considerations.

Appointment

This optional status allows any user to schedule or cancel appointment dates.

Update a status

1. Click the Edit icon in the row of the status you want to update. The Update Status dialogue box appears.

1. Complete the Update Status dialogue box as follows:

Date Updated

This field defaults to the current date. You can change the date as needed.

Comment/Note

Type a note in this field. The note will be added to the Notes tab.

Email To

Enter a recipient email address, or select email addresses from your address book. Select the check boxes to send an email to additional recipients and to include the Note text in the email.

Send to XactNet® Address

Enter a recipient XactNet address, or select XactNet addresses from your address book. Separate multiple addresses with a semicolon.

1. Click Update Status. The status will be updated on the Details tab.

Related: Statuses

CLIENT/POLICY

The Client/Policy tab displays the property owner and risk information, claim information, broker information, and policy information that was entered when the assignment was created.

MAP

The Map tab displays a Google Map of the assignment's location.

• Click the plus and minus buttons in the bottom right corner of the map to zoom in and out.
• Click the Fullscreen icon in the top right corner of the map to expand the map so it fills your entire screen.
• Click the Satellite button in the top left corner of the map to view the map in satellite imagery mode.
• Click the person icon in the bottom right corner of the map and drag it to a location on the map to see actual photo imagery of the location.
• Click the reset icon in the bottom right corner of the map to reset the map with the assignment location in the center.

The coordinates provided in the map are also included in assignment email notifications along with a link to the location in Google Maps.

ACTION ITEMS

In the Action Items tab, you can view and create action items (or tasks) related to the completion of the assignment. For example, you can create a Customer Contacted action item with a due date of seven days, and assign it to the assessor assigned to the assignment. The assessor receives an email about the action item. When the assessor contacts the customer and marks the action item complete, you receive an email notification. If the assessor does not complete the action item within seven days, you both receive an email notification.

XactAnalysis automatically updates the status of some action items when certain actions are completed. For example, when an assignment enters the Assignment Queue or estimate is uploaded. You can create action items for these tasks to communicate deadlines and receive notification if something is past due. Some action items, including all custom action items, must be marked complete by a user. Past due action items appear red.

Add an action item

1. Click Add Action Item. The Add Action Item dialogue box appears.

1. Complete the Add Action Item dialogue box as follows:

Notifications Section

To Be Performed By

Select the radio button to indicate to whom this task is assigned. You can select either the assignee (for example, the builder) or the creator of the action item (yourself).

Notify When Created

Select the Notify When…Created check box to notify the assignee or other email recipients when this action item is created.

Notify When Past Due

Select the Notify When…Past Due check box to notify the assignee, yourself, or other email recipients when the action item is not completed by its due date.

Action Item Information

Custom

Select this radio button to create a custom action item. Name the action item in the provided field.

Standard

Select this radio button to create a standard action item. Choose an action item from the menu. See the standard action-item list at the end of this section for more information.

Due In

Select the radio button to indicate the number of days in which this action item is due. You can select 1, 7, 14, 28 Days, or Other.

Due Date

This will display the due date or, if you selected Other, allow you to fill in the due date.

Time

Enter the time at which this action item will be due.

Comment/Note

Enter any additional note regarding this action item.

1. Click Save.

Delete an action item

1. Click Delete next to the action item you wish to delete. A confirmation dialogue box appears showing the action-item details.
2. Click Delete. The action item is removed from the Action Items tab.

Mark an action item complete

1. Click Mark Complete next to the action item you want to mark as complete. The Update Status dialogue box appears.

1. Complete the Update Status dialogue box as follows:

Date Update

This field defaults to showing the current date. You can change the date if you desire.

Comment/Note

Type a note in the Comment/Note field.

Email To

Type any email address to which you would like the note sent, or select email addresses from your address book. By selecting the check boxes, you can send the email to individuals involved with the assignment, which may include the assignee, referral creator, project manager, or desk assessor. You can also include the note text in the email.

Send to XactNet Address

Type any XactNet address to which you would like the note sent, or select XactNet addresses from your address book. Separate multiple addresses with a semicolon.

1. Click Update Status. The action item no longer appears in the action-item list, and a note is added to the Notes and Activity Log tabs.

Standard Action Item list

The following list of standard Action Items allows you to set a task:

Assignment Received

The date the assignment was first received into the Assignment Queue or assigned to an assessor or builder.  If the assignment was sent to the Assignment Queue first, the Received date is updated when it is assigned to an assessor or builder. After being assigned the first time, the Received date is no longer updated (the Reassignment, Referral, or Collaboration statuses are used instead).

Entered Assignment Queue

To request notification when the assignment has entered the Assignment Queue.

Send Notification

To send notification to selected individuals.

Download Assignment

For an assessor or builder to downloaded the assignment.

Contact Customer

To make contact with the insured.

Inspect Job Site

To inspect the job site.

Upload Non $0 Estimate

To upload a non-zero dollar estimate for the assignment.

Upload Estimate

To upload an estimate for the assignment.

Upload Correction

To upload a correction for the assignment.

Upload Report

To upload a report for the assignment.

Submit to Insurer Review Queue

To request the assignment be reviewed by the insurer.

Submit to Service Provider Review Queue

To request the assignment be reviewed by an independent assessing company.

Assign Insurer Reviewer

To request that a insurer reviewer be assigned by a specific date.

Assign Service Provider Reviewer

To request that an assessor or builder reviewer be assigned to the assignment by a specific date.

Insurer Review with Exceptions

Insurer has marked the assignment Reviewed w/ Exceptions.

Insurer Review

To request that the insurer review the assignment.

Service Provider Review with Exceptions

Service Provider has marked the assignment Reviewed w/ Exceptions.

Service Provider Review

To request that the associated builder or independent assessing company review the assignment.

Review with Exceptions

The assignment has been marked Reviewed w/ Exceptions.

Review

To request a review of the assignment.

Assigned Out of Assignment Queue

The assignment should be assigned out of the Assignment Queue.

QA Rejected

The assignment has been marked QA Rejected.

QA Approved

The assignment has been marked QA Approved.

Collaboration Checked Out

The assignment has been checked out for collaboration.

Collaboration Checked In

Collaboration has been completed, and the assignment is checked back in.

Client Approved

The assignment has been marked Client Approved.

Client Rejected

The assignment has been marked Client Rejected.

Start Work

To start work on the assignment.

Complete Job

To complete the job and mark it Job Completed in Xactimate.

File Closed

The assignment has been marked File Closed.

Entered Reinspection Queue

The assignment has been sent to the Reinspection Queue.

Assign Reinspector

To request that the assignment be assigned to a reinspector.

Complete Reinspection

To request a time when the reinspection of the assignment should be complete.

Related: Contact Methods

NOTES

In this tab, you can manually enter notes related to the assignment. XactAnalysis also automatically adds system notes as certain assignment events occur, for example status updates or action item events.

You can add a reply to non-automated notes by clicking the Reply link next to the note. Reply notes appear under the original note as well as anywhere else notes are displayed.

Add a note

1. Click Add a Note. The Add a Note dialogue box appears.

1. Complete the Add a Note dialogue box as follows:

Email To

Enter any email addresses you would like to notify regarding this note. Each address must be separated by a comma. You can also click the smart list icon to select email addresses from your address book.

Check boxes are available that allow you to quickly send the email to individuals involved with the assignment. There are also check boxes that allow you to include the note in the body of the email notifications and include a custom signature with your notes.

Send to XactNet Address

Enter any XactNet address to which you would like the note sent, or select XactNet addresses from your address book. Separate multiple addresses with a semicolon.

Click Add Note.

DOCUMENTS

Once an estimate is completed and returned to XactAnalysis, it has a number of documents attached, such as the Report Rough Draft, Price List Variation Report, and Audit Report, as well as any custom documents that were uploaded by the assessor or builder.

• Click a document name to view it in a separate window.
• Send a document to Xactimate by clicking No in the Send to Xactimate column.

• Compressed: .zip
• Documents: .doc, .docx, .docm, .html, .htm, .mht, .msg, .pdf, .txt, .xls, and .xlsx
• Image: .jpg, .jpeg, and .png
• Sound: .wav, .mp3, and .wma

Add a document

1. Click Add Documents. The Upload Documents dialog ue box appears.
2. Click Browse. Select the files to upload.
3. To upload the document to Xactimate as well, select the Send to Xactimate checkbox.

1. Type a file description in the Description field.
2. Click Complete Upload. The documents appear in the Documents tab.

• Compressed: .zip
• Documents: .doc, .docx, .docm, .html, .htm, .mht, .msg, .pdf, .txt, .xls, and .xlsx
• Image: .jpg, .jpeg, and .png.
• Sound: .wav, .mp3, and .wma

View the Labour Efficiencies by Trade report

When an estimate is created in a version of Xactimate that allows a separate labour efficiency setting by trade, a View Labou r Efficiencies by Trade link appears above the document list. The Labo ur Efficiencies by Trade page displays the labour-efficiency setting that was used for each trade.

PHOTOS

The Photos tab displays thumbnails of any digital images associated with an assignment. Be careful when you add photos to an assignment. Once uploaded, the images and their associated data, except for the Excluded from XASP column, are permanent and cannot be deleted or edited.

• Click a photo name to view it in a separate window.
• Send individual photos to Xactimate by clicking the link in the Send to Xactimate column.
• Send multiple photos to Xactimate by selecting their check boxes and clicking Send to Xactimate.

Add a photo

Be careful when you add photos to an assignment. Once uploaded, the images and their associated data are permanent and cannot be deleted or edited.

1. Click Add Photos. The Upload Images dialog ue box appears.
2. Click Browse. Select files to upload.
3. Type a file description in the Description field.
4. Add Tags, if necessary.

1. Click Complete Upload. The photos appear in the Photos tab.

Filter by tags

Photos can be tagged for sorting when they are uploaded to Xactimate or XactAnlaysis (see image above).

1. Click the menu to the left of the Filter by Tags button.
2. Select whether you want to search for photos that have all or any of your selected tags using the appropriate radio button.
3. Select the check boxes of the tags that apply to your search.
4. Click Filter by Tags. Only photos with the tags you selected appear in the Photos tab.

VIDEOS

If the Video Collaboration feature is enabled, videos uploaded by policyholders are stored here. You can click a video to watch it in a separate window.

SKETCHES

When Xactimate Sketches are uploaded with an estimate, they are rendered as a PDF with one image per level.

• Click a sketch name to view it in a separate window.

HISTORY

If an assignment has been reassigned, a History tab appears on the Assignment Details page. This tab shows the Details tab information for each previously assigned assessor or builder. The current assignee information is shown on the Details tab.

PREVIOUS LOSS

The Previous Loss tab displays all loss information from previous claims associated with the policy number. XactAnalysis does this by comparing the policy number of the claim with the policy number of all previous claims. If there is a match, XactAnalysis sends the previous loss information with the assignment. The following information is displayed in both Xactimate and XactAnalysis:

• Policy #
• Claim #
• Loss Date
• Loss Type
• Estimate Amount (Gross Estimate Total)
• Excesses

Click the Claim # to view the Assignment Detail for the previous loss.

EXTERNAL REPORTS

When you order reports from third-party vendors (such as Geomni™ Roof or Geomni™ Property), you can click the More Options icon to the right of the tabs and select the report to see information about it.

Depending on the vendor, the actual report could be found here, it could appear as a PDF in the Documents tab, or it could  be emailed directly to you.

Related: Xactware Integrations