XactAnalysis Bridge Documentation and Specifications

FileTrac XactAnalysis Integration

version 1.0.5

 Last updated: 01-20-2020

 Revision History

 Overview 

This document is intended for FileTrac users who receive claims from XactAnalysis and require a transparent integration of data between the systems. The flow of data is bi-directional, though limited by XA when going from FileTrac to XactAnalysis.

Restrictions

The functionality of the bridge is dependent upon the adjusting firm’s ownership of a dataset.

Non-Shared Dataset - Full Ownership:  Adjusting firms must have full ownership of a non-shared dataset for the bridge to create new claims within that non-shared dataset.  Data, notes & documents can be sent from FileTrac to XactAnalysis.

Shared Dataset - Shared Ownership:  Adjusting firms with shared datasets have the bi-directional bridge but are restricted in what they can update within existing claims. The IA is eligible to send documents/notes/assignment updates from FileTrac to XactAnalysis.  The requires written authorization from the primary data owner.

XASP/No ownership:  The SP version of Xact is a read-only version, with no dataset ownership, and is not eligible to be bridged. However, if the SP version is reading a dataset that is either fully owned or shared in  ownership, that dataset may be eligible for the bridge.

Authorizations

Xactware requires written authorization from the carrier before the bridge may be enabled. Once the IA has created a ticket in FileTrac requesting XactAnalysis integration, documents will be attached to that ticket for either the IA to sign, or for the IA to have the carrier sign. FileTrac will not initiate bridge setup until at least one carrier approval is provided, lest charges from Xactware be incurred unnecessarily.

The approval forms (Available in Support under Bridge Authorizations):

1. Xactware Data Request – To be signed by the IA and returned to FileTrac. FileTrac will send the signed data request document on to XA for them to create an SOW. XA will begin to configure their end of the bridge once we've returned the signed, by FileTrac, SOW to Xactware.
2. Data Export Authorization.docx - The IA will need to have this document signed by each carrier for whom they want XactAnalysis data exported. The IA is the 'Service Provider' and the carrier is the 'Company'. Getting carrier approval may take weeks so the IA is encouraged to contact the carrier ASAP.

Should the carrier have any questions regarding security FileTrac can provide documentation that answers the carrier's FAQs. The initial setup fee and transactions fees from Xactware are updated every three years and available in the FileTrac Pricing Matrix or under the existing SaaS Agreement and Statement of Work.

Adding Carriers/Datasets

As in the initial setup, written authorization is required by Xactware in order to enable the bridge for an additional carrier or dataset. The IA should create a ticket requesting an addition to their bridge. The ticket should be created well in advance of the expectation of claims form the dataset so there’s time for the IA to get the carrier approval. XactAnalysis does not export history so if the bridge is not enabled for claims in that dataset prior to those claims being assigned to the IA, they will not be exported to FileTrac. There is no fee for adding additional datasets or carriers to the bridge. The fee only applies to the initial setup of the bridge.

XactAnalysis -> FileTrac

 FileTrac (FT) imports assignment data, current status, notes, activity diaries and standard/custom documents from XactAnalysis (XA). The data is sent via SFTP, the transfer triggered by a change to a claim in XA, including (but not limited to) approval of documents, creation of a note or assignment of an adjuster to a claim. The import runs every 5 minutes.

General Information

• The export runs from XA so changes made in Xactimate need to be merged into XA by the user.
  • A starting dateReceived must be defined. Only claims received from this date forward will be imported into FT. If the IA has requested the assignment be exported to FT once it hits the XA queue, the dateReceived represents the date the claim was assigned to the IA by the carrier. For IAs having requested claims not export to FT until an adjuster is assigned by the IA, the date represents the date the claim was assigned to the adjuster.  This prevents duplication of claims already entered into FT, manually, that may also exist in XA.
  • A single branch needs to be identified as the import loads the claims to one branch of the adjusting company.
  • The corresponding carriers in FT must be mapped to those in XA.

Claim/Assignment Creation & Edit

The initial export from XactAnalysis of new claim/assignment data can be triggered at multiple stages in the processing of a claim in XA but FT has limited the options to two, as they work best with the FT workflow:

• The assignment being sent from the carrier to the adjusting company (in the assignment queue).
  • The adjusting company assigning an adjuster to the assignment, moving it out of the assignment queue.

Any change to a claim in XA will trigger an export of the data.

*Note: XA is the source of record for the fields it imports. If there’s no value entered in XA but a value is entered in FT after the initial import, any subsequent import from XA will overwrite the FT entry.

Notes

The export from XactAnalysis of new notes is triggered by the creation of that note.

• If the adjusting company chooses to not have the claim data export from XA until an adjuster is assigned, the notes will be kept in a FT queue awaiting the import of the claim into FT. Once the claim is imported the notes will be imported within the hour. If the claim isn’t imported within 10 days any note held in the queue will be archived and not loaded.
  • Notes created by the system are not imported. This is necessary to prevent notes exported from FT to XA from being passed back to FT and a duplicate note loaded.
  • The notes import is configurable as on or off.

Activity Diary

 The export from XactAnalysis of new activity diary entries is triggered by the execution of most any process in XA.

• As the initial diary entries are system generated messages they are not queued awaiting the import of a claim. Any activity diary sent prior to the import of the claim is immediately archived. It is not imported and associated to the claim.
  • The activity diary import is configurable as on or off.

Standard Documents

 These documents are exported with the assignment information and include those sent by the carrier. Ex. AUDIT.pdf, ROUGH_DRAFT.pdf

• Each time the claim data is imported these documents are ‘refreshed’ within FT, ensuring the latest version is loaded.
  • Since these documents are only exported from XA with the claim information there’s no need to stage them in the FT queue.
  • The standard documents import is configurable as on or off.

 Custom/Approved Documents

 These documents are exported from XA once they’re marked as ‘approved’.

• The documents are treated as unique entities. They are not refreshed. If there are multiple approved documents of the same name each is loaded as a separate report.
  • Like the notes, approved documents that precede the claim data are loaded into the FT queue awaiting the import of the claim with which they’ll be associated.
  • The custom/approved documents import is configurable as on or off

 Status

• Every claim status, and change to status, is imported into FileTrac.
  • Be default only the initial status is set in FT when the claim is first imported.
  • The status import is configurable as on or off. If requested, and if the status descriptions in XA match those of FT, then the status updates from XA can be applied to FT.

 Configurable Features

There are some configurable items when importing a claim:

•  File # creation – can choose from one of the following options:
  1. Standard auto-generation (as defined on Settings page under Custom File # )
     • Normal case
       • Lower case
     • Set to the imported claimNumber
     • Set to Default value – ‘XactAnalysis IMPORT’
  2. Creation of Default TimeLog entries.
  3. Mapping adjusters (via users XactnetAddresses).
  4. Mapping managers/supervisors. Can apply by client company (carrier).
  5. Map reviewer. Can set as UNASSIGNED or set a reviewer by client company (carrier).
  6. Assignment email to adjuster.
  7. Assignment email, summary level information, to any user email.
  8. Import invoices created in XA (see FileTrac Invoice Import document)
• Set case of assignment data imported:
  1. Lower case 
     1. Proper case

 FileTrac -> XactAnalysis

 FileTrac can export all notes and documents that were uploaded into FT. Some claim information is also exportable to XA, though XA limits the number of fields they’ll import, and restricts which fields can be updated. Only notes, documents and assignment data for claims imported from XA can be exported back to XA. The claim and notes data is posted thru the XA web service methods. The documents are transferred to XA via SFTP. The export runs every 15 minutes.

Claim Data

 The update of claim information is triggered by a checkbox on the claimEdit page, next to the File # field, labeled ‘POST update to XactAnalysis’. With a few exceptions, XA does not allow for fields to be updated if there is data populating those fields. Each data point can be configurable.   One-time population of the data field in XA:

• Claim Status
  • Date of First Contact
  • Date of Inspection
  • Cancellation

Multiple updates allowed in XA:

• CAT Code
  • Date of Loss
  • Type of Loss
• Adjuster mapping
  1. Assigning out of XA to initial adjuster 
     1. Reassign claim/assignment to a different adjuster

 Notes

The export of new FT notes to XactAnalysis is configured to post either of these sets of notes:

• No new notes
  • All new notes
  • New notes marked as ‘make visible to client’
  • New notes marked as ‘make visible to client’ & new notes created by FileTrac when emails are generated.

The creator of the note will also pass with the note into XA.

Documents/Reports

New FT reports are exported to XactAnalysis when the checkbox in the ‘Xfer to XA’ column is checked. The checkbox is visible when the report has been loaded into FT. Reports originating in XA will not show the checkbox. The ‘Xfer to XA’ column is on the expandable reports section of the Manage Claims Page.

Once the checkbox is checked click the blue icon with the opposing arrows at the top of the column. That will tell the system to export those documents to XA. Once the blue arrows icon is clicked the checkbox will be replaced by the word ‘Pending’. The next time the FileTrac->XA bridge runs ‘Pending’ will disappear and that cell will be blank. The same document cannot be sent to XA more than once.

The document export is configurable as on or off.

 FileTrac = XactAnalysis Data Points & Direction

 The data points listed by the field labels in FileTrac: