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 insurance carrier). 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

Estimate Depreciation Options

Estimate Dollar Value

Estimate Scope Overlap and Item Inclusion

Price List Item Usage

Price List Items by Quality

Access Personal Rules

Select Personal Rules from the Administration menu.

The Personal Rules page appears. 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 dialog box appears.

Click the Office or XactNet Address menu to select the office or XactNet address for 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, Estimate Dollar Value, Estimate Scope Overlap and Item Inclusion, Industry Trend, Management Reports, Price List Item Usage, and Price List Item by Quality.

For definitions of each category and event, see Category and Event definitions at the end of this document.

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.

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 dialog 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 adjuster or contractor.

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 Canceled

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 adjuster or contractor 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 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 adjuster or contractor 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 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 adjusters or contractors 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 adjuster or contractor .

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 policyholder. 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.

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 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 Not Sold

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

The Not Sold status indicates that the insured or property owner has declined to have work done on their property.

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).

Reassigned

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

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.

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.

Basic Variation

This event is used to notify you when an adjuster or contractor uploads a completed estimate with a non-zero dollar price list item that has had its unit, price, or description changed.

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.

NFCP Variation

This event is used to notify you when an adjuster or contractor uploads a completed estimate with a National Floor Covering Plan item that has had its unit, price, or description changed.

Not in the Price List Variation

This event is used to notify you when an adjuster or contractor uploads a completed estimate with a variation resulting from a USR, MISC, or other item that does not exist in the price list.

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.

Zero Dollar Items Variation

This event is used to notify you when an adjuster or contractor uploads a completed estimate in which a zero dollar line item’s price changed. Some examples are bid-only items and items from the CAS and PER categories.

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

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 items.

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 items.

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 items.

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 Dollar Value

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

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 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.

Florida Estimate Includes Depreciation Rule Broken

This event is used to notify you that an estimate originating in the state of Florida includes a broken Depreciation rule.

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.

Industry Trend

The events in the Industry Trend category are used to notify you when the values from one or more Industry Trend reports increase or decrease from the previous month by a specified percent or amount.

Any rule in this group

This event is used to notify you when any of the events in the Industry Trend category are triggered.

Average Returned Claim Value

This event is used to notify you when the values of the monthly Average Estimate Value report increase or decrease by a specified amount or percent.

Basket of Goods Labor & Materials

This event is used to notify you when the values of the monthly Basket of Goods Labor & Materials report increase or decrease by a specified amount or percent.

Basket of Goods Material Only

This event is used to notify you when the values of the monthly Basket of Goods Material Only report increase or decrease by a specified amount or percent.

Carpet Material Composite

This event is used to notify you when the values of the monthly Carpet Material Composite report increase or decrease by a specified amount or percent.

Carpet Replacement-Material and Labor

This event is used to notify you when the values of the monthly Carpet Replacement-Material and Labor report increase or decrease by a specified amount or percent.

Contents Packout & Cleaning

This event is used to notify you when the values of the monthly Contents Packout & Cleaning report increase or decrease by a specified amount or percent.

Drywall Material Composite

This event is used to notify you when the values of the monthly Drywall Material Composite report increase or decrease by a specified amount or percent.

Fire Damage – Medium Size

This event is used to notify you when the values of the monthly Fire Damage – Medium Size report increase or decrease by a specified amount or percent.

Garage Door Replacement-Mat. and Labor

This event is used to notify you when the values of the monthly Garage Door Replacement-Mat. and Labor report increase or decrease by a specified amount or percent.

Int. Door Replacement-Material and Labor

This event is used to notify you when the values of the monthly Int. Door Replacement-Material and Labor report increase or decrease by a specified amount or percent.

Interior Trim Material Composite

This event is used to notify you when the values of the monthly Interior Trim Material Composite report increase or decrease by a specified amount or percent.

Kitchen Smoke Damage

This event is used to notify you when the values of the monthly Kitchen Smoke Damage report increase or decrease by a specified amount or percent.

Laminated Shingle - Labor & Materials

This event is used to notify you when the values of the monthly Laminated Shingle – Labor & Materials report increase or decrease by a specified amount or percent.

Lumber Material Composite

This event is used to notify you when the values of the monthly Lumber Material Composite report increase or decrease by a specified amount or percent.

Paint Material Composite

This event is used to notify you when the values of the monthly Paint Material Composite report increase or decrease by a specified amount or percent.

Price List Changes

This event is used to notify you when the values of the monthly Price List Changes report increase or decrease by a specified amount or percent.

Retail Labor

This event is used to notify you when the values of the monthly Retail Labor report increase or decrease by a specified amount or percent.

Retail Labor by Trade

This event is used to notify you when the values of the monthly Retail Labor by Trade report increase or decrease by a specified amount or percent.

Roof 25 yr Shingle – Labor & Materials

This event is used to notify you when the values of the monthly Roof 25 yr Shingle – Labor & Materials report increase or decrease by a specified amount or percent.

Roofing Material Composite

This event is used to notify you when the values of the monthly Roofing Material Composite report increase or decrease by a specified amount or percent.

Small Bathroom Water Loss

This event is used to notify you when the values of the monthly Small Bathroom Water Loss report increase or decrease by a specified amount or percent.

Small Hail Loss

This event is used to notify you when the values of the monthly Small Hail Loss report increase or decrease by a specified amount or percent.

Small Vandalism Loss

This event is used to notify you when the values of the monthly Small Vandalism Loss report increase or decrease by a specified amount or percent.

Vinyl Flooring Material Composite

This event is used to notify you when the values of the monthly Vinyl Flooring Material Composite report increase or decrease by a specified amount or percent.

Water Damage Mitigation Estimate

This event is used to notify you when the values of the monthly Water Damage Mitigation Estimate report increase or decrease by a specified amount or percent.

Wood Floor Refinish-Material and Labor

This event is used to notify you when the values of the monthly Wood Floor Refinish-Material and Labor report increase or decrease by a specified amount or percent.

Labor Minimums

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

All Labor Minimums Disabled

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

Estimate has Labour Minimum Adjustment

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