Personal Rule Notifications

The Personal Rules module allows you to set up notifications to inform you when events occur for a specified Office or XactNet address. You can instruct XactAnalysis® for Service Providers (SP) to notify you when assignments’ statuses change, estimate value thresholds are surpassed, certain items are included in estimates, and a variety of other events.

When working with personal rules, it’s important to remember that the assignor is the creator of the assignment (in most cases, the insurer). The assignee is the recipient of the assignment (the service provider).

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

Related: Getting Started > How to set up notifications, Contact Methods, Notification Rules

Access Personal Rules

1. Select Personal Rules from the Administration menu.

1. The Personal Rules page appears.

Add a personal rule

1. Click Add New Rule. The Add Personal Rule dialogue box appears.
2. Click the Office or XactNet Address menu to select the office or XactNet address for which you want the personal rule applied.
3. Select how you would like to receive notifications: via email or within XactAnalysis.
   If you select Email, your notifications will be sent to the email address listed in your User Information.
   See Notification Centre for more information on receiving and managing notifications within the XactAnalysis application.
4. Click the Category menu to select the notification category. Options include Assignment Tracking, Changes to Price List Items, Estimate Value, Estimate Scope Overlap and Item Inclusion, Management Reports, Price List Item Usage, and Price List Item by Quality.

1. Click the Event menu button to select the event for which you want notification. The list that appears is dependent on the category you chose in the Category menu. When you select an event, additional fields will appear below. These fields will be different depending on the event you selected. Complete the fields.
2. Click OK.

Edit or delete a personal rule

• To edit a personal rule, click the Edit icon next to the personal rule you want to modify. The Edit Personal Rule dialogue box appears. Make your edits and click OK when you are finished.
• To delete a personal rule, select the Delete icon next to the personal rule you want removed.

Elapsed Time Rules

Elapsed Time Rules are similar to Personal Rules but are better-suited to a time-sensitive workflow. Rather than simply notifying you when an event occurs, elapsed time rules notify you when the set time period between two events (when a status is achieved) is exceeded. See Statuses for event definitions.

Elapsed Time Rules is located on the Personal Rules page, directly below Personal Rules. Elapsed Time Rules and Personal Rules are added in a very similar way.

Category and Event definitions

Most of the categories and events that trigger a personal rule are self-explanatory, but for your convenience, definitions for each of these are provided in this appendix.

Assignment Tracking

The events in the Assignment Tracking category are used to notify you about changes in an assignment, including statuses, updates, inclusions, or exclusions.

Action Item Created

This event is used to notify you when an action item is created.

An Action Item is a task created in XactAnalysis by an assignor (anyone with the Edit Action Items application right) that needs to be accomplished or followed up by an assessor or builder.

Assigned from Queue

This event is used to notify you when an assignor (anyone with the Send Work Assignments application right) assigns an assignment from the Assignment Queue to an assessor or builder .

Assignee Notified

This event is used to notify you when the assignee has received notification of a new assignment.

Assignment Cancelled

This event is used to notify you when an assignment is cancelled. Only XactAnalysis users with the Cancel Assignments application right can cancel assignments.

Assignment Delivered

This event is used to notify you when assessor or builder connect to XactAnalysis and download assignments to their Xactimate accounts.

Assignment Documents Received

This event is used to notify you when assignment documents (Estimate Audit Report, Report Rough Draft, etc.) are uploaded to XactAnalysis from an assessor or builder.

Assignment Received

This event is used to notify you when XactAnalysis receives a new assignment into the Assignment Queue or for a specific 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).

If this event is set up for a specific assessor or builder with the Hierarchy Type set as Individual, then a notification is only sent to you if an assignment is created and assigned to the specified assessor or builder simultaneously. If the assignment is created and sent to the assignment queue first, then no notification is sent for this event. To receive notifications for assessors or builders being assigned to assignments in the assignment queue, set up the Assigned From Queue personal rule.

Assignment is Client Approved

This event is used to notify you when an assignment is updated as Client Approved.

Assignment is Client Rejected

This event is used to notify you when an assignment is updated as Client Rejected.

Assignment is QA Approved

This event is used to notify you when quality assurance on an assignment is met and the assignment is updated as QA Approved.

Assignment is QA Rejected

This event is used to notify you when quality assurance on an assignment is not met and it is updated as QA Rejected.

Assignment Rejected

This event is used to notify you when assessors or builders reject or delete assignments sent to them.

Claim # Changed

This event is used to notify you when an existing claim number is changed or when a claim number is added to an assignment that previously had no claim number.

Claim Rep Notified

This event is used to notify you when the first assignment notification is sent to an assessor or builder.

Client Billed

This event is used to notify you when a client has been billed for the work done on an assignment, and the Client Billed workflow status has been updated accordingly.

Corrected Estimate Uploaded

This event is used to notify you when an assessor or builder uploads a corrected estimate.

Corrected Estimate Uploaded (include reassignments/referrals)

This event is used to notify you when an assessor or builder uploads a corrected estimate after the estimate has been assigned to another data set.

Corrected Task List Uploaded

This event is used to notify you when a task list for an assignment is corrected and uploaded to XactAnalysis.

Customer Contacted

This event is used to notify you when an assessor or builder has indicated through Xactimate that they have made contact with the insured. This can be done in XactAnalysis as well. Once an  assessor or builder has indicated that contact has been made, this indication cannot be removed.

Delayed

This event is used to notify you when an assignment is delayed and may require additional action.

Estimate has Copied Items

This event is used to notify you when an estimate is uploaded that has line items that were copied over from another estimate.

Image Uploaded to Estimate

This event is used to notify you when an assessor or builder uploads photos or other images for an estimate.

Image Uploaded without Description

This event is used to notify you when an image is uploaded to XactAnalysis without a description.

Job Completed

This event is used to notify you when an assignment is updated as Job Completed in XactAnalysis.

Work Not Proceeding

This event is used to notify you when an assignment is updated as Work Not Proceeding in XactAnalysis.

Job Started

This event is used to notify you when an assignment’s status is updated as Job Started in XactAnalysis.

New Assignment in Queue

This event is used to notify you when a new assignment (as opposed to a resubmitted assignment) enters the Assignment Queue.

Note Added to Assignment

This event is used to notify you when a note is added to an assignment by users or automatic notifications.

Original Estimate Uploaded

This event is used to notify you when an assessor or builder uploads an original estimate (as opposed to a resubmitted estimate).

Project Expected Over 30 Working Days

This event is used to notify you when an assessor or builder marks an assignment as anticipated to take more than 30 work (excluding Saturdays and Sundays) days.

Project Expected Over 500 Person Days

This event is used to notify you when an assessor or builder marks an assignment as anticipated to take more than 500 person (including Saturdays and Sundays) days.

Reassigned

This event is used to notify you when an assignment is reassigned to a new assessor or builder.

Site Inspected

This event is used to notify you when an assessor or builder updates an assignment’s status as Site Inspected after evaluating the damaged property.

Target Completion Date Updated

This event is used to notify you when an assignment's Target Completion Date status is updated.

Target Start Date Updated

This event is used to notify you when an assignment's Target Start Date status is updated.

Task List Completed

This event is used to notify you when a task list is completed by an XactAnalysis SP user. See Assignment Details for more information.

Vendor Document Uploaded

This event is used to notify you when a third-party vendor has uploaded a document to an assignment.

Video Collaboration Added

This event is used to notify you when videos, notes, or photos are added to an assignment from a video collaboration.

Changes to Price List Items

The events in the Changes to Price List Items category are used to notify you about variations made to price list items in an estimate.

Any rule in this group

This event is used to notify you when any of the rules in the Changes to Price List Items category are triggered.

Line Item Price Deviation

This event is used to notify you when line items in an estimate deviate from the checkpoint price list by a specified percentage.

Percent of Items with All Changed

This event is used to notify you when an assessor or builder uploads a completed estimate in which the percent of line items that are changed is greater than or less than a specified percent.

Percent of Items with Description & Unit

This event is used to notify you when an assessor or builder uploads a completed estimate in which the percent of line items with description or unit changes is greater than or less than a specified percent.

Percent of Items with Description Changed

This event is used to notify you when an assessor or builder uploads a completed estimate in which the percent of line items with description changes is greater than or less than a specified percent.

Percent of Items with No Change

This event is used to notify you when an assessor or builder uploads a completed estimate in which the percent of line items with no changes is greater than or less than a specified percent.

Percent of Items with Price & Description

This event is used to notify you when an assessor or builder uploads a completed estimate in which the percent of line items with price or description changes is greater than or less than a specified percent.

Percent of Items with Price & Unit

This event is used to notify you when an assessor or builder uploads a completed estimate in which the percent of line items with price or unit changes is greater than or less than a specified percent.

Percent of Items with Price Changed

This event is used to notify you when an assessor or builder uploads a completed estimate in which the percent of line items with price changes is greater than or less than a specified percent.

Percent of Items with Unit Changed

This event is used to notify you when an assessor or builder uploads a completed estimate in which the percent of line items with unit changes is greater than or less than a specified percent.

Contents Tracking

The events in the Contents Tracking category are used to notify you of changes in Contents assignments.

ARC Overridden

This event is used to notify you when a user overrides a deferred amount in a Contents estimate.

Additional Inventory Submitted

This event is used to notify you when an inventory is submitted via Contents Collaboration after the estimate is uploaded. If an inventory is submitted before the estimate is uploaded, no notification is sent.

Contents Value

This event is used to notify you when an assessor or builder uploads a Contents estimate with a contents value that exceeds or is less than a specified dollar value.

Estimate Depreciation Options

The events in the Estimate Depreciation Options category are used to notify you when different types of depreciation are applied in estimates.

Depreciation applied to Material

This event is used to notify you when an assessor or builder uploads an estimate with depreciation applied to material items.

Depreciation applied to Non-Material

This event is used to notify you when an assessor or builder uploads an estimate with depreciation applied to non-material items.

Depreciation applied to O&P

This event is used to notify you when an assessor or builder uploads an estimate with depreciation applied to overhead and profit.

Depreciation applied to Removal

This event is used to notify you when an assessor or builder uploads an estimate with depreciation applied to removal.

Depreciation applied to Sales Tax

This event is used to notify you when an assessor or builder uploads an estimate with depreciation applied to sales tax.

Depreciation not applied to Material

This event is used to notify you when an assessor or builder uploads an estimate with depreciation not applied to material items.

Depreciation not applied to Non-Material

This event is used to notify you when an assessor or builder uploads an estimate with depreciation not applied to non-material items.

Depreciation not applied to O&P

This event is used to notify you when an assessor or builder uploads an estimate with depreciation not applied to overhead and profit.

Depreciation not applied to Removal

This event is used to notify you when an assessor or builder uploads an estimate with depreciation not applied to removal.

Depreciation not applied to Sales Tax

This event is used to notify you when an assessor or builder uploads an estimate with depreciation not applied to sales tax.

Estimate Value

Estimate Value

This event is used to notify you when an assessor or builder uploads a corrected estimate that is greater than or less than a specified dollar amount.

Estimate Scope Overlap and Item Inclusion

Before uploading an estimate to XactAnalysis, Xactimate checks it for any inconsistencies or possible errors. The events in the Estimate Scope Overlap and Item Inclusion category are used to notify you when any of these possible inconsistencies or errors remains unresolved after the estimate is uploaded. These events vary by company. To see the algorithms associated with different personal rules in this category, see Algorithms.

Dry Patchj Rule Broken

This event is used to notify you that a dry patchj rule has been broken.

Mandatory Forms Rule Broken

This event is used to notify you that a mandatory forms rule has been broken.

Upgrade Items Rule Broken

This event is used to notify you that an Upgrade Items rule was broken.

Labour Minimums

The events in the Labour Minimums category are used to create automatic notifications that relate to Labour minimums. A labour minimum is a dollar amount an assessor or builder may charge for just showing up to do a job.

All Labour Minimums Disabled

This event is used to notify you when an estimate has no labour minimums enabled.

Estimate has Labour Minimum Adjustment

If the actual estimate ends up being less than the labour minimum, Xactimate adds the necessary dollar amount to increase the estimate to the labour minimum amount required by the assessor or builder. This is the labour minimum adjustment. This event is used to notify you when Xactimate has added a labour minimum adjustment to an estimate.

Labour Minimums Enabled

This event is used to notify you when an estimate has one or more labour minimums enabled.

New Construction Turned Off

This event is used to notify you when an estimate that uses labour minimums is uploaded to XactAnalysis without selecting the New Construction option in Xactimate.

New Construction Turned On

This event is used to notify you when an estimate that uses labour minimums is uploaded to XactAnalysis with the New Construction option selected in Xactimate.

Management Reports

The events in the Management Reports category are used to notify you when the most common management reports are updated and cached for quick viewing in XactAnalysis.

Depreciation Usage

This event is used to notify you when the Depreciation Usage management report is updated and cached.

Inclusion Issues

This event is used to notify you when the Inclusion Issues management report is updated and cached.

Overhead and Profit

This event is used to notify you when the Overhead and Profit management report is updated and cached.

Price Deviations

This event is used to notify you when the Price Deviations management report is updated and cached.

Scoping Overlap

This event is used to notify you when the Scoping Overlap management report is updated and cached.

Price List Item Usage

Not in Price List

This event is used to notify you when an assessor or builder uploads a completed estimate with a specified percent of line items that are miscellaneous and don’t exist in the checkpoint price list.

USR MISC

This event is used to notify you when an assessor or builder uploads an estimate with a USR MISC (user miscellaneous) item and that item exceeds or is less than a specified percentage of the estimate total.

Price List Items by Quality

The events in the Price List Items by Quality category are used to notify you when the percent of items of certain qualities in an estimate exceeds a specified percent.

Any rule in this group

This event is used to notify you when any of the events in the Price List Items by Quality category are triggered.

Percent of Average Quality Items

This event is used to notify you when an assessor or builder uploads a completed estimate in which the percent of items that are average quality exceeds a specified percent.

Percent of High Quality Items

This event is used to notify you when an assessor or builder uploads a completed estimate in which the percent of items that are high quality exceeds a specified percent.

Percent of Low Quality Items

This event is used to notify you when an assessor or builder uploads a completed estimate in which the percent of items that are low quality exceeds a specified percent.

Percent of Premium Quality Items

This event is used to notify you when an assessor or builder uploads a completed estimate in which the percent of items that are premium quality exceeds a specified percent.

ClaimXperience Activity

The events in the ClaimXperience category help you monitor activity on assignments for which the insured has been invited to use ClaimXperience to collaborate with the adjuster or contractor.

Carrier/Contractor shared item

This event is used to notify you when an adjuster or contractor shares a document, note, or photo with a insured.

Claim reassigned

This event is used to notify you when a insured selects an adjuster or contractor through ClaimXperience and the assignment is assigned to the selected adjuster or contractor.

Policyholder added item

This event is used to notify you when a insured adds an item such as a note or photo to an assignment.

Policyholder nonresponsive in last 48 hours

This event is used to notify you when a insured has been unresponsive to an ClaimXperience invitation for longer than 48 hours.