Send Work Assignment

Using the Send Work Assignment form, you can create assignments and send them to adjusters and contractors electronically via XactAnalysis®. You can then track and evaluate the assignments using other tools in XactAnalysis. Prior to sending a real assignment, you may send a test assignment to confirm that the system is functioning properly. Test assignments are not included in XactAnalysis reports. You may also send a single assignment to multiple adjusters or contractors for complex claims.

If you submit an assignment with a claim number that starts with either 9999 or Test, the assignment is automatically marked as a test assignment and isn't included in your reports or analytics. This applies to both Send Work Assignment and Electronic Data Interchange (EDI).

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

Related: FAQ > Assignment Questions, Reassign an assignment, Referral Assignment, Assignment Detail, Assignment Queue

Access Send Work Assignment

Select Send Work Assignment from the Assignments menu. The Send Work Assignment form appears.

You must have the Send Work Assignment application right to access Send Work Assignment. See User Administration for information about adding rights.

Create and send an assignment

  1. Select a data set from the Data Set menu, if available.  
  2. Complete the form. Start with the Property Owner / Risk Information section, as some data entered here is used to determine what appears in the SmartLists later in the form. For a detailed explanation of the form, see the Send Work Assignment fields and menus section. Required fields are marked with an asterisk (*) and must be completed before the form can be submitted. To clear the form, click Clear (at the bottom of the form, to the right of Submit).
If you do not assign an adjuster or contractor when completing the form, the assignment goes to the assignment queue and is not sent to an adjuster or contractor’s Xactimate® account.
If you have the appropriate user rights, ClaimXperience will automatically launch when you assign a project to the queue in XactAnalysis. To have this feature enabled, please contact your account manager.
  1. When you have completed the form, click Submit. If you miss a required field, the assignment is not submitted and XactAnalysis highlights the field you missed. Update that field and re-click Submit.
Contact your product specialist or account manager to adjust the available fields and mark certain fields as required.
  1. After you submit the assignment, a copy of your assignment appears. If the information is correct, click Send Assignment. If information is missing or incorrect, click Back to make changes in the Send Work Assignment form.

After you send the assignment, you are notified that the assignment was sent successfully.

In the Assignment Sent Successfully page you may select one of four options:

Go Directly to this Assignment

Select this link to go to the Assignment Detail page of the new assignment.

Select this link to go to Advanced Search.

Send Multiple Assignments

Select this link to go back to the Send Work Assignment form you just completed so you can send the assignment again as a Multiple Assignment.

Send New Assignment

Select this link to go to a blank Send Work Assignment form.

Schedule an initial inspection

  1. In the Claim Information section of the Send Work Assignment form, click Schedule Initial Inspection next to the Adjuster/Contractor SmartList. The Schedule Initial Inspection dialog box appears.
  2. Select the appropriate appointment options and click Search. XactAnalysis searches for adjusters/contractors that are qualified and available for the appointment based on your selections. It then populates the page with a list of them.

 

  1. Select the name of your preferred adjuster/contractor. The assignee and policyholder are automatically sent email notifications.

 

Send Work Assignment fields and menus

Data Set Rotation

If you have data set rotation enabled, the following fields appear in Send Work Assignment:

Data Set Rotation

Select Yes to include the assignment in your data set rotation, or No to exclude it from your rotation.

Zip/Postal Code

Type the Zip Code for the assignment. The next data set in your rotation that is qualified for this area will be assigned.

Job Size

Select the assignment job size. The next data set in your rotation that is qualified for this job size will be assigned.

Data Set

This field allows you to manually select a data set for the assignment. If you select any data set other than the next one in rotation, you are required to provide a reason.

Assignment Type

Assignment Type

Select the appropriate assignment type (e.g., Claim, FEMA flood, Task, Competition Bid).

Property Owner / Risk Information

Policyholder Information
  • Enter the policyholder's name and address.
  • Enter the policyholder's phone numbers. Select a radio button to indicate the primary number. 
  • Enter the policyholder's email address.
3rd Party Claimant

Enter the 3rd party claimant’s name, address, and phone number.

Risk Location

Enter the risk location address (enter if different from property owner address).

Person to Contact to Access Property

Enter the name and phone number of the person to contact to access the risk location property (enter if different than property owner’s name and phone).

Claim Information

Type of Loss

Select a type of loss. The type of loss is the damage-causing event (e.g., earthquake, fire, flood, theft, etc.).

Job Type

Select a job type. The job types listed are customized by your company. Common job types include general, emergency, mitigation, Contents, and Xactimate Express. If you create an assignment with a Contents or Xactimate Express job type, you can access the assignment in XactContents Online or Xactimate Express without an additional login by selecting the Access Online Estimate link on the Assignment Detail page.

Job Size

Select the projected size of the job based on cost.

To customize the amount ranges in the Job Size menu, contact your product specialist or account manager.
Claim #

Enter the claim number. Click Check for Duplicates to check for duplicate claim numbers. This can help you avoid creating an assignment that has already been created.

If you submit an assignment with a claim number that starts with either 9999 or Test, the assignment is automatically marked as a test assignment and isn't included in your reports or analytics. This applies to both Send Work Assignment and Electronic Data Interchange (EDI).
Claim File

Click the field or SmartList button to open a dialog box that allows you to either add the assignment to an existing claim file or create a new claim file for the assignment. For more information about claim files, see Claim View.

File Number

Enter the file number.

Claim Rep

Enter the name of the claim rep / contractor / adjuster assigned to the assignment.

CAT Code

Enter a catastrophe code if applicable.

You can require that users enter a specific CAT code length and character order in the CAT Code field. Contact your product specialist or account manager to enable this feature.
Program Location

Select a program location from the SmartList. These options are based on the property owner’s postal code (which you entered in the Property Owner / Risk Information section).

Adjuster/Contractor

Select an adjuster or contractor from the SmartList. This list shows only adjusters and contractors qualified for the selected data set and area, based on the property owner’s postal code. See Adjuster/Contractor Rotation to set up an automatic rotation for the adjusters/contractors in the list.

If you do not enter an adjuster or contractor for the assignment, the assignment will be sent to the Assignment Queue and will not be sent to an adjuster or contractor’s Xactimate account.
Desk Adjuster / Project Manager

Select a desk adjuster or project manager from the SmartList.

Price List Area

Select a Price List Area from the SmartList. The default area is based on the property owner’s postal code entered in the Property Owner / Risk Information section. 

Date of Loss

Enter the date of loss or select a date using the calendar button. Enter the time of the loss and select a time zone. You cannot enter or select a future date in this field.

Date Received

Enter the date received or select a date using the calendar button. Enter the time received and select a time zone. You cannot enter or select a future date in this field.

Appointment Date

Enter the appointment date or select a date using the calendar button. Enter the appointment time and select a time zone.

Description of Loss and/or Instructions

Enter a description of the loss or special instructions for the adjuster or contractor.

Attachments

To attach a file, click Add. The Upload Attachments window appears. Click Browse… to find the file you would like to attach. Repeat to attach more files. Write a description of the attached files in the Description field and click Upload. When the page refreshes, the file names, descriptions, types, and total size of the attached files appear to the right of the Add and Delete buttons. To delete an attachment, select the check box for the file, and click Delete.

Policy Information

Policy Type

Select the type of policy (homeowner commercial, etc.).

Policy Number

Enter the policy number (required).

Effective Date

Enter the date the policy took effect.

Expiration Date

Enter the date the policy expires.

Year Built

Enter the year the property was built. You can enter any year between 1600 and the current year.

This field is controlled by a preference. If you would like to have it enabled, please contact your account manager.
Add coverage

Select to add a line of coverage.

Apply Deductible

Select a radio button to specify how to apply the deductible (across all coverages or coverage specific).

Apply Limits

Select a radio button to specify whether or not to apply coverage limits. 

Coverage table:
  • Enter the name of coverage.
  • Select a type of coverage.
  • Enter the policy limit and deductible.
  • Select what the coverage applies to: R/C (Replacement Cost), ACV (Actual Cash Value), or Both.
  • Enter the ITV (Insurance-to-value: the cost to rebuild and replace everything after a total loss) and reserve amount.
  • Add more lines of coverage by selecting Add Coverage.
  • Select Clear or Delete to clear or delete a line of coverage.
Mortgage Holder

Write the name of the mortgage holder and the loan number. To add another mortgage holder select Add Mortgage Holder. If there is no mortgage holder, write none in the field. Select Delete to delete a mortgage holder line.

Loss of Use

Specify the amount and/or reserve for loss of use.

Is Attention Needed?

If available, select to change the attention status of the assignment.

Is this a Test Assignment?

Select to make this a test assignment. Test assignments are not included in counts and reports.

Submit

Click to submit the assignment.

Clear

Select to clear the form.

 

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