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® Quality Review (QR) 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.

Related: Program Rules, Notification Centre

Access Personal Rules

1. Select Personal Rules from the Administration menu.

1. You will see the Personal Rules page.

Add a personal rule

1. Click Add New Rule. The Personal Rule Setup dialogue box appears.
2. 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.
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 Data Set menu button to select the data set in which you want the personal rule applied.

1. Click the Category menu button 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, Price List Item by Quality, and Reinspections.

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.

1. Click the Hierarchy Type menu button to choose one of the following notification hierarchies: Geographic, Organisational, or Individual.
2. After you’ve made your selection, the second field window will change to reflect the hierarchy type (Area for Geographic, Adjuster 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 ’s name.
3. Click OK. The new personal rule appears on the Personal Rules table.

Edit 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 dialog box appears. Make your edits and click Save and Close when you are finished.

Duplicate a personal rule

Duplicating a personal rule allows you to copy a new or existing rule and adjust it to suit your needs. In particular, it allows you to change the data set in the duplicated rule.

1. Select the Edit icon next to the personal rule you want to duplicate. The Edit Personal Rule dialog box appears.
2. Scroll to the bottom and click Save and Duplicate. The Edit Personal Rule dialog box will reload. You can now make any changes you want to the duplicated rule.
3. Once you are finished making your changes to the duplicated rule, click Save and Close.

Delete a personal rule

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 are added, edited, and deleted in a similar way to Personal Rules.

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/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/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, such as the Estimate Audit Report or Report Rough Draft, are uploaded to XactAnalysis from an adjuster/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).

If this event is set up for a specific adjuster or contractor 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 adjusters or contractors 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 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 to 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 to Reviewed with Exceptions.

Assignment is Client Approved

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

Assignment is Client Rejected

This event is used to notify you when an assignment is updated to 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 to 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 to 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 companies preferences, an assignment may be marked as needing attention for a number of specific reason.

Claim Rep Notified

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

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/contractor uploads a corrected estimate.

Corrected Estimate Uploaded (include reassignments/referrals)

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

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/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/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/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/contractor uploads a completed estimate without any photos included.

Estimate with No Sketch

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

Estimate with No Tax

This event is used to notify you when an adjuster/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/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/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.

Image Uploaded to Estimate

This event is used to notify you when an adjustor 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 XactAnlaysis without a description.

Job Completed

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

Job Started

This event is used to notify you when an assignment’s status is updated to 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/contractor uploads an original estimate (as opposed to a resubmitted estimate).

Photo Sheet Report Uploaded

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

Reviewer Assigned

This event is used to notify you when a reviewer is assigned to evaluate an 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/contractor updates an assignment’s status to 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.

Underwriting Checklist Report Uploaded

This event is used to notify you when an adjuster/contractor has uploaded 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.

Verisk Climate Report Requested

This event is used to notify you when an Verisk Climate weather data report is requested.

Video Collaboration Added

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

Work Not Proceeding

This event is used to notify you when an assignment is updated to 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).

Geomni™ Property Received

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

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 adjustor 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/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/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/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/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/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/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/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/contractor uploads a Contents estimate with a contents value that exceeds or is less than a specified pound 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 adjuster/contractor uploads an estimate with depreciation applied to material.

Depreciation applied to Non-Material

This event is used to notify you when an adjuster/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/contractor uploads an estimate with depreciation applied to O&P.

Depreciation applied to Removal

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

Depreciation applied to Sales Tax

This event is used to notify you when an adjuster/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/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/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/contractor uploads an estimate with depreciation not applied to O&P.

Depreciation not applied to Removal

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

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.

Estimate Value

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

Corrected Estimate Value

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

Estimate Value

This event is used to notify you when an adjustor or contractor uploads an estimate that is greater than or less than a specified amount.

Labour Efficiency

The events in the Labour Efficiency category are used to create automatic notifications that relate to labour efficiency.

Estimate with Base Service Charges

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

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 monetary 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 monetary 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.

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 information reports are updated and cached for quick viewing in XactAnalysis.

Depreciation Usage

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

Inclusion Issues

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

Overhead and Profit

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

Price Deviations

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

Scoping Overlap

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

Price List Item Usage

Not in Price List

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

Reinspections

The Reinspections category and its events only appear when using XactAnalysis QR. These rules are used to notify you when a reinspection assignment changes status.

Reinspection Accepted

This event is used to notify you when a reinspection assignment is accepted by a reinspector.

Reinspection Assigned

This event is used to notify you when a reinspection assignment is assigned to a reinspector.

Reinspection Completed

This event is used to notify you when a reinspection assignment is updated to completed.

Reinspection Rejected

This event is used to notify you when a reinspection assignment is rejected by a reinspector.