Use contents collaboration

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

Contents Collaboration is only available on assignments sent through XactAnalysis.

Contents Collaboration setup

  1. Open the assignment in XactContents.
  2. Click Contents Collaboration in the upper right corner of the assignment.
  3. If you have not selected a company header (on the Parameters page) and claim representative (on the Insured Info page), you will be 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 will be automatically populated.
  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. Click Send.

The email inviting the policyholder to the collaboration will send the next time a connection is made to XactAnalysis. To connect to XactAnalysis, return to the XactContents Control Center, and click Connect.

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 safety and legal agreements your company requires for their collaborators. After they click Agree, they will be 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, click Attach .
  3. To add another row, click Add or press Enter.

Policyholder updates more than one item using the Group Edit tool

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

Policyholder adds items to the loss inventory using Inventory Suggestions

  1. Click 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 clicking the item.

Policyholder submits the inventory

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

You will then receive an email telling you that the inventory will be available when you next connect to XactAnalysis.

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. Click Claim Rep View on the left toolbar.
  2. Click 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. In the XactContents Control Center, click Connect.
  2. Open the estimate.
  3. Choose how you want the items imported.
  4. Click OK. A new group called Contents Collaboration is added to the claim’s group menu.
  5. 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, click 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. Click Contents Collaboration.
  3. To clarify the additional information needed, click Add Note next to the item.
  4. To add a general note, click Add General Note.
  5. Click Send to send the items back to the policyholder for more information.
  6. After you close the estimate, click Connect in the XactAnalysis Communications window.

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 click Submit Info Requests to submit these additional details, you are notified by email. Connect to XactAnalysis again to download these new changes. 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 connect to XactAnalysis. 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. Click Group Edit.
  3. Enter the Place of Purchase and Date of Purchase for the receipt.
  4. Click Add Image to attach an image of the receipt.
  5. Enter the quantity and pre-tax purchase price for each individual item.
  6. Click OK.
  7. Submit completed receipts at any time by clicking 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. Click OK in the Contents Collaboration dialog box.
  4. Open Payment Tracker.
  5. To review the receipt, click Qty. If you approve these receipts, submit the deferred amount for payment.

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