Using Contents Collaboration in Xactimate

Updated by Heather Jones

Note: Contents Collaboration is only available on assignments sent through XactAnalysis.

Contents Collaboration is an online tool that allows you to work with the policyholder to create a contents inventory quickly and efficiently. Through this workflow, the policyholder can build an inventory of personal property pertaining to their loss, receive and respond to your requests for more information about items, and enter receipts for items they purchase which will automatically be added to Payment Tracker.

Contents Collaboration setup

  1. Open the assignment in an XactContents instance.
  2. Navigate to Tools > Contents Collaboration.
  3. If you have not selected a company header (on the Parameters page) and claim representative (on the Insured Info page), you are prompted to select them before you continue.
  4. Expand the Contents Collaboration Notification section and enter the insured’s email address. If an email was included in the assignment details, it automatically populates.
  5. Enter the adjuster’s email address. To receive a copy of the notification email, select the Send a Copy to me check box.
  6. Enter any email text.
  7. Select Send.

Policyholder creates a loss inventory

It may take a few minutes for the policyholder to receive the email. You will receive an email when the policyholder begins the collaboration process.

The policy holder will be required to read any important information your company requires for their collaborators. After they select Agree, they are walked through the process of creating a loss inventory:

  1. In Contents Collaboration, begin filling out the grid. Include as much information as possible.
  2. To attach pictures, select Attach.
  3. To add another row, select Add or select the Enter button.

Policyholder updates more than one item using the Group Edit tool

  1. Select the items to edit.
  2. Select Group Edit.
  3. Select the room.
  4. Enter the Item Age.
  5. Select OK.

Policyholder adds items to the loss inventory using Inventory Suggestions

  1. Select Inventory Suggestions at the bottom of the page.
  2. Select a room type.
  3. Enter the room name in Add to Room.
  4. Filter the suggested items by category or with a search.
  5. Add a suggestion to the inventory by selecting the item.

Policyholder submits the inventory

  1. After adding all items, select Submit Inventory. Fields outlined in red after selecting Submit Inventory are required for submission.
  2. Resolve any issues and select Submit Inventory again.

The policyholder may continue adding items to the Loss Inventory. However, they cannot edit any items that have been submitted.

Claim Rep View

If the policyholder needs additional assistance with their loss inventory in Contents Collaboration, they may activate Claim Rep View. This allows you to see their loss inventory as they see it.

To activate Claim Rep View, the policy holder will:

  1. Select Claim Rep View in the left toolbar.
  2. Select Activate.
  3. Send or read you the activation code.

Go to www.contentscollaboration.com/claimrepview and enter the activation code. You will then see a read-only version of the loss inventory. Any changes you make will not be saved when you exit the collaboration.

Review a loss inventory

When the policyholder has submitted a loss inventory, you will receive an email.

  1. Open the estimate.
  2. Choose how you want the items imported.
  3. Select OK. A new group called Contents Collaboration is added to the claim’s group menu.
  4. Price the inventory.

View attached images

When the line item has an image attached, use your mouse to point to the Notes column in XactContents. The image and details appear.

To view all images attached to the estimate, select Images in the top left corner of the estimate. Images added to the room level are included in Images only.

Request additional information from the policyholder

  1. In XactContents, select the items that need more information.
  2. Navigate to Tools > Contents Collaboration.
  3. To clarify the additional information needed, select Add Note next to the item.
Note: Any items added outside XactContents will not show up here. If you need to add an item, add it from Estimate > XactContents > Interview.
  1. To add a general note, select Add General Note.
  2. Select Send to send the items back to the policyholder for more information.

The policyholder automatically receives an email requesting the additional information and can log in to Contents Collaboration to add the additional details you request. When they select Submit to submit these additional details, you receive a notification by email. When you open your assignment, you can see the additional information the policyholder provided on the line item.

Policyholder enters receipts

The policyholder can begin entering receipts after you complete the assignment. They receive a notification email inviting them to add receipts when you mark the assignment complete and send the Enter Receipts request. The first time they log in to enter receipts, they will be walked through the process:

  1. In Contents Collaboration, find the replaced item in the inventory.
  2. Enter receipt information in each field.
  3. Click to upload a receipt image.

Policyholder enters information for more than one item

  1. Select the items to edit.
  2. Select Group Edit.
  3. Enter the Place of Purchase and Date of Purchase for the receipt.
  4. Select Add Image to attach an image of the receipt.
  5. Enter the quantity and pre-tax purchase price for each individual item.
  6. Select OK.
  7. Submit completed receipts at any time by selecting Submit Receipts.

You will then receive a notification that the policyholder has submitted receipts.

Import submitted receipts

  1. In the XactContents Control Center, connect to XactAnalysis.
  2. Open the estimate.
  3. Mark the estimate as Complete and then return it to In Progress.
  4. Select OK in the Contents Collaboration dialog box.
  5. Open Payment Tracker.
  6. To review the receipt, select Qty. If you approve these receipts, submit the deferred amount for payment.

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