Personal Rule Notifications

The Personal Rules module allows you to set up notifications to inform you when events occur within a specified data set and category. You can instruct XactAnalysis® to notify you when assignments’ statuses change, estimate value thresholds are surpassed, certain items are included in estimates, and a variety of other events. The Personal Rules module helps you monitor service provider activity as well as regional and organisational estimate anomalies and trends.

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.

Access Personal Rules

Add a personal rule

Edit or delete a personal rule

Elapsed Time Rules

Category and Event definitions

Assignment Tracking

Changes to Price List Items

Contents Tracking

Contractor Capacity

Estimate Depreciation Options

Estimate Value

Estimate Scope Overlap and Item Inclusion

Algorithms

Labour Minimums

Management Reports

Price List Item Usage

Price List Items by Quality

Access Personal Rules

Select Personal Rules from the Administration menu.

The Personal Rules page appears. To enable a rule, click its check box in the Enabled column. If your notifications email address is incorrect, edit the address and click Update.

Add a personal rule

Click Add New Rule. The Add Personal Rule dialogue box appears.

If the rule is only for an individual, select the Personal Rule radio button. If you want to apply the rule for a group of people, select the Group Rule radio button and select the group name from the Select a Group menu. Groups can be created in Custom Groups.

Click the Data Set menu to select the data set in which you want the personal rule applied.

Click the Category menu to select the notification category. Options include Assignment Tracking, Changes to Price List Items, Contents Tracking, Contractor Capacity, Estimate Depreciation Options, Estimate Value, Estimate Scope Overlap and Item Inclusion, Management Reports, Price List Item Usage, and Price List Item by Quality.

For definitions of each category and event, see Category and Event definitions.

Click the Event menu 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.

Click the Hierarchy Type menu to choose one of the following notification hierarchies: Geographic, Organisational, or Individual. After you’ve made your selection, the second field window will change to reflect the hierarchy type (Area for Geographic, Adjuster/Contractor for Individual, and Org Levels for Organisational).

If you select Geographic or Organisational types, select the Area/Org Levels smart list button to select an area or organisation level. If you selected the Individual type, enter an adjuster or contractor’s name.

If you want the rule to be disabled (it is enabled by default), select Disable rule.

Click OK.

Edit or delete a personal rule

To edit a personal rule, select 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.

The Elapsed Time Rules section is located on the Personal Rules page, directly below the Personal Rules section. Elapsed Time Rules and Personal Rules are added in a 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 adjuster or contractor.

Appointment Date

This event is used to notify you when a date has been entered in the Appointment Date field.

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 adjuster or contractor.

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 adjusters or contractors 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 adjuster or contractor.

Assignment Initial Reviewed

For companies that use the Multiple Review Queue, this event is used to notify you when a reviewer has completed the initial review of an assignment and updated its status to Initial Review Complete.

Assignment Initial Reviewed with Exceptions

For companies that use the Multiple Review Queue, this event is used to notify you when a reviewer has completed the initial review of an assignment, but finds problems with the assignment and has updated its status to Initial Review Completed with Exceptions.

Assignment Received

This event is used to notify you when XactAnalysis receives a new assignment into the Assignment Queue or for a specific adjuster or contractor. If the assignment was sent to the Assignment Queue first, the Received date is updated when it is assigned to an adjuster or contractor. After being assigned the first time, the Received date is no longer updated (the Reassignment, Referral, or Collaboration statuses are used instead).

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

Assignment Rejected

This event is used to notify you when adjusters or contractors reject or delete assignments sent to them.

Assignment Reviewed

This event is used to notify you when a reviewer accepts a completed assignment and updates its status as Reviewed.

Assignment Reviewed With Exceptions

This event is used to notify you when a reviewer finds problems with a completed assignment and updates its status as Reviewed with Exceptions.

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.

Attention Needed

This event is used to notify you when an assignment needs urgent attention and its status is updated to Attention Needed. Depending on your company's preferences, an assignment may be marked as needing attention for a number of specific reasons.

Claim Rep Notified

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

Claim # Changed

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

Claim Search Report Available

This event is used to notify you if a claim has a Claim Search Report available.

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 adjuster or contractor uploads a corrected estimate.

Corrected Estimate Uploaded (include reassignments/referrals)

This event is used to notify you when an adjuster or contractor 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 adjuster or contractor has indicated through Xactimate that they have made contact with the customer. This can be done in XactAnalysis as well. Once an adjuster or contractor 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.

Denial

This event is used to notify you when a claim payment has been denied. This status is associated with the Payment Queue.

Desk Adjuster Reassigned

This event is used to notify you when an assignment is reassigned to a different desk adjuster.

Desk Adjuster Removed

This event is used to notify you when a desk adjuster is removed from an assignment.

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.

Estimate with Depreciation

This event is used to notify you when an adjuster or contractor uploads a completed estimate with line items that are depreciated greater than or less than a specified amount.

Estimate with No Depreciation

This event is used to notify you when an adjuster or contractor uploads a completed estimate with line items with no depreciation.

Estimate with No Overhead & Profit

This event is used to notify you when an adjuster or contractor uploads a completed estimate without overhead and profit included in the estimate total.

Estimate with No Photos

This event is used to notify you when an adjuster or contractor uploads a completed estimate without any photos included.

Estimate with No Sketch

This event is used to notify you when an adjuster or contractor uploads a completed estimate without a sketch included.

Estimate with No Tax

This event is used to notify you when an adjuster or contractor uploads a completed estimate without any tax included in the estimate total.

Estimate with Overhead & Profit

This event is used to notify you when an adjuster or contractor uploads a completed estimate with overhead and profit included in the estimate total.

Estimate with Sketch

This event is used to notify you when an adjuster or contractor uploads a completed estimate with a sketch included.

File Closed

This event is used to notify you when an assignment’s file status is updated from Open to Closed. Once this is done, the assignment can no longer be reassigned or corrected, and Xactimate users can no longer request them from the library.

File Reopened

This event is used to notify you when an assignment’s file status is updated from Closed to Reopened in order to perform additional actions.

First Report Uploaded

This event is used to notify you when the first report is uploaded to XactAnalysis from Xactimate.

Geomni™ Property Received

This event is used to notify you when Geomni™ Property data has been uploaded to an assignment in XactAnalysis.

Image Uploaded to Estimate

This event is used to notify you when an adjuster or contractor 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.

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 adjuster or contractor uploads an original estimate (as opposed to a resubmitted estimate).

Paid

This event is used to notify you when an assignment is updated by a payment processor to Paid in XactAnalysis. This status is associated with the Payment Queue.

Payment Received

This event is used to notify you when an assignment is updated by a payment processor to Payment Received in XactAnalysis. This status is associated with the Payment Queue.

Partial Denial

This event is used to notify you when a claim payment has been marked as partially denied. This status is associated with the Payment Queue.

Photo Sheet Report Uploaded

This event is used to notify you when an adjuster or contractor uploads a completed estimate with a Photo Sheet report included.

A Photo Sheet report is a special report created in Xactimate that includes all of the estimate photos in a single PDF file.

Planned Inspection Date

This event is used to notify you when a date has been entered in the Planned Inspection Date field.

Previous Loss Info Available

This event is used to notify you if a claim has previous loss info available.

Project Expected Over 30 Working Days

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

Project Expected Over 500 Person Days

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

Reassigned

This event is used to notify you when an assignment is reassigned to a new adjuster or contractor.

Removed From Estimate Review Queue

This event is used to notify you when an estimate is removed from the Estimate Review Queue.

Reserve Amount

This event is used to notify you when an adjuster or contractor uploads a completed assignment that includes a reserve amount greater than a specified pound amount.

Reviewer Assigned

This event is used to notify you when a reviewer is assigned to evaluate a completed estimate.

Roof Measurement Analysis Completed

This event is used to notify you when a Roof Measurement Analysis for an assignment is uploaded to XactAnalysis from a third-party company.

A Roof Measurement Analysis is a detailed report that describes a roof’s measurements, square footage, and other attributes.

Roof Measurement Analysis Requested

This event is used to notify you when a Roof Measurement Analysis for an assignment is requested through XactAnalysis from a third-party company.

A Roof Measurement Analysis is a detailed report that describes a roof’s measurements, square footage, and other attributes.

Site Inspected

This event is used to notify you when an adjuster or contractor 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 Task List for more information.

Underwriting Checklist Report Uploaded

This event is used to notify you when an adjuster or contractor uploads a finished Underwriting Checklist report with a completed estimate.

The Underwriting Checklist report is an optional report in Xactimate that lists several questions concerning the final inspection of the property.

Underwriting Checklist Exception Occurred

This event is used to notify you when an Underwriting Checklist report is uploaded with Yes, No, or N/A responses entered on specific questions.

The Underwriting Checklist report is an optional report in Xactimate that lists several questions concerning the final inspection of the property.

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 are added to an assignment from a video collaboration.

Work Not Proceeding

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

XA or XASP Document Uploaded

This event is used to notify you when a document is added to an assignment directly from XactAnalysis or XactAnalysis for Service Providers (SP).

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 adjuster or contractor 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 adjuster or contractor 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 adjuster or contractor 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 adjuster or contractor 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 adjuster or contractor 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 adjuster or contractor 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 adjuster or contractor 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 adjuster or contractor 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 adjuster or contractor uploads a Contents estimate with a contents value that exceeds or is less than a specified pound value.

Contractor Capacity

The events in the Contractor Capacity category are used to notify you when contractors have exceeded their workload capacity.

Monthly Capacity Percentage

This event is used to notify you when a contractor reaches or exceeds a specified percentage of the monthly assignment capacity that your company set.

User Override

When adjuster rotation is enabled, this event notifies you when a user assigns an assignment to an adjuster/contractor other than the next one in the rotation.

Weekly Capacity Percentage

This event is used to notify you when a contractor reaches or exceeds a specified percentage of the weekly assignment capacity that your company set.

Weekly and Monthly Capacity Percentage

This event is used to notify you when a contractor reaches or exceeds a specified percentage of the weekly or monthly assignment capacity that your company set.

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 adjuster or contractor uploads an estimate with depreciation applied to material.

Depreciation applied to Non-Material

This event is used to notify you when an adjuster or contractor uploads an estimate with depreciation applied to non-material.

Depreciation applied to O&P

This event is used to notify you when an adjuster or contractor uploads an estimate with depreciation applied to Overhead and Profit.

Depreciation applied to Removal

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

Depreciation applied to Sales Tax

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

Depreciation not applied to Material

This event is used to notify you when an adjuster or contractor uploads an estimate with depreciation not applied to material.

Depreciation not applied to Non-Material

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

Depreciation not applied to O&P

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

Depreciation not applied to Sales Tax

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

Estimate Value

The events in the Estimate Value category are used to notify you when estimates come in above or below a specified pound amount.

Estimate Value

This event is used to notify you when an adjuster or contractor uploads an estimate that is greater than or less than a specified pound 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 patch rule has been broken.

Mandatory Forms Rule Broken

This event is used to notify you that a mandatory forms rule has been 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 pound amount an adjuster or contractor 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 pound amount to increase the estimate to the labour minimum amount required by the adjuster or contractor. This is the labour minimum adjustment. This event is used to notify you when Xactimate has added a labour minimum adjustment to an estimate.