Symbility Bridge Documentation and Specifications

FileTrac Symbility Integration

version 1.0.2 

Last updated: 02-01-2020

 Revision History

  Overview

 This document is intended for FileTrac users who receive claims from Symbility and require a transparent integration between Symbility and FileTrac. The flow of data is bi-directional, currently importing data from Symbility and passing data back to Symbility.

 Symbility -> FileTrac

 FileTrac (FT) imports claim data, journal entries, forms, status, documents and estimates from Symbility. The data is extracted thru the Symbility web service, the call to the service triggered by a change to a claim in Symbility. When a claim is updated within Symbility a notice is sent to a FileTrac web service letting FileTrac know the claim has changed. Every 15 minutes, starting on the hour, FileTrac processes all claims for which it has received change notification.

• A starting dateReceived must be defined. Only claims received from this date forward will be imported into FT. This prevents duplication of claims already manually entered.
• A single branch needs to be identified as the import loads the claims to one branch of the adjusting company. If no branch is identified the first branch listed will be used.
• The corresponding carriers in FT must be mapped to those in Symbility. This is handled by a FileTrac admin. A short questionnaire is send to the IA to help FT configure the interface.

I.            Claim/Assignment Creation & Edit

The initial import from Symbility of new claim/assignment data is triggered when the claim is assigned to the IA from the carrier and appears in the Symbility Claim List.

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

 II.           Journal Entries

• The import from Symbility of journal notes is triggered by the creation of that note.
• Four specific notes created by the Symbility system are not imported by default:
  1. Claim uploaded to Symbility Claims Connect.
     1. Claim assignment "Default" received.
     2. Claim ownership acquired.
     3. Claim ownership released.

This is done to prevent the import of unnecessary system notes. Journal notes can be added to or removed from this list.

• The name of the user who created the note is included in the import into FileTrac and, if found in FileTrac (name must match exactly), that user is assigned as the owner of that note. If the user name isn’t found the note is import with user ‘unassigned’.
  • The notes import is configurable as on or off.

IV.         Documents

• Documents are refreshed each time there’s a change to the claim, ensuring the latest version is loaded into FileTrac.
  • The documents import is configurable as on or off.

V.          Forms

• Forms are converted to pdfs, using the Symbility API, during the import into FileTrac.
  • Like documents, the forms are refreshed each time there an update to a claim.
  • The forms import is configurable as on or off.

V.          Estimates

• Estimates are also converted to pdfs, using the Symbility API, during the import into FileTrac.
  • Like documents, estimates are refreshed each time there is an update to that claim.
  • The estimates import is configurable as on, off or completed. There’s also a secondary configuration for how the estimate data is used within the claim.
• The data from estimates is used to populate ACV, RCV & Claim Amount. The import can be configured to use estimate values in one of three ways:
  1. values from the first estimate only
     1. values from the first completed estimate only
     2. summing values from all completed estimates

 VI.        Status

• The initial status is set in FT when the claim is first imported.
  • Closed claim status can be updated within FileTrac, if configured.

VII.        Configurable Features

There are some additional configurable items when importing a claim:

• Creation of Default TimeLog entries.
  • File # auto-generation.
  • Mapping adjusters (via users CompanyID).
  • Assignment email to adjuster.
  • Mapping managers/supervisors.   

 Symbility to FileTrac Data Points

 The data points listed by the field labels in FileTrac:

FileTrac -> Symbility

 FileTrac can export all notes and documents that were uploaded into FT. Only notes and documents for claims imported from Symbility can be exported back to Symbility. The notes data and the documents are posted thru Symbility web service methods. The export runs every 15 minutes starting at 5 minutes past the hour.

 I.            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 Symbility’. Triggering this exchange of data should be done judiciously as it will overwrite the data in Symbility. Certain fields used to distinguish claims and used as keys in the transfer of the data (claim number, policy number) cannot be updated thru the FT->Symbility portion of the bridge. Each data point can be configurable.

• Claim Status
  • Date of First Contact
  • Date of Inspection
  • Cancellation
  • CAT Code
  • Date of Loss
  • Type of Loss

 II.           Notes

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

• No new notes
  • All new notes
  • New notes marked as ‘make visible to client’

The creator of the note will not pass with the note into Symbility as the creator is the only reasonable means available to filter notes and prevent a duplicate version of the note from loading back into FileTrac.

 II.           Documents/Reports

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

 The document export is configurable as on or off.