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Uploading Emails Using Drag & Drop

Overview:

The recommended method for uploading emails to the system is through the UPLOAD Drag+Drop feature.  The Drag+Drop feature can also be used for emails that contain attachments.  When uploading an email that contains attachments, there are a few different options to consider.  

This document will review how to upload an email using Drag+Drop, options for uploading an email with attachments, and how to view the attachments per the option used to upload them. 

Table of Contents:

I. Uploading an Email via Drag+Drop

II. Uploading an Email with Attachments

   A. Option 1

   B. Option 2

   C. Options 3 (Recommended) 

III. Uploading Attachments to a Previously Uploaded Email/Document

IV. Viewing an Uploaded Email with attachments (in MSG Format) 

V. Viewing an Uploaded Email with attachments (in PDF Format)

I. Uploading an Email via Drag+Drop:

1. Click Manage Claims

2. Search for the File/Claim

3. Click UPLOAD

4. If you do not have multiple computer monitors, you may want to split the screen like below.  This will make it easier for you to drag and drop the email into FileTrac.  Grab the email by clicking on it and holding down the left click button on your mouse.  Do not let go of the left click until you see the email as a ghost inside of the Drag & Drop box in FileTrac.

If the email contains attachments, proceed to Section II.

If the email does NOT contain any attachments, review and choose from the options that are available:

5. (Optional) You may choose to Convert to PDF and/or choose to Exclude it from Notifications.  **IMPORTANT Note: Files in msg format CANNOT be bundled.

6. Select the Date.

7. Select what Type of document it is from the drop-down menu.  You can also choose to Rename the document.

8. (Optional) Add a Description and/or mark Confidential (confidential documents can be seen by Admin and Branch Admin users).

9. Upload notifications: Notifications can be sent with or without the document attached to the Assigned Adjuster, Supervisor or Manager.  If enabled, you can also choose to make the files immediately visible to the client by choosing from the available options. These options may or may not include: alerting the client by email either with or without the document attached or to post the document in FileTrac but don't email client anything. 

10. Click Upload Pending Files to complete the uploading of your document.

Click the  icon next to the notification method to review additional information.

After the file has completed the upload process, you will see that it shows Upload Successful! underneath your document. 

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You have now finished uploading the email to the file and it will display under the 'Reports' for that file. 

II. Uploading an Email with Attachments: Review all of the options below regarding the different ways attachments can be uploaded to an email.  Please verify with your company their policies and procedures regarding which option to use.  

**IMPORTANT Note: In order for any attachments to bundle, they would need to be uploaded separately (Option 3)

A. Option 1: Upload the email along with the attachments via steps 1-10 in Section I above.  Do NOT convert the document to a pdf in step 5 (leave in msg format).  

For attachments that are uploaded via this method:

- The attachments will not show as separately uploaded documents under the 'Reports' section of a file and will only be able to be accessed by clicking on the file itself (refer to Section IV for viewing attachments uploaded via this method).

- No indication is given that the email contains attachments.

- Documents (email or attachments) will NOT bundle.

- A user can click on the file (which will open in their Outlook), access the attachments, and reply or forward the email from their Outlook. 

 B. Option 2: Upload the email along with the attachments via steps 1-10 in Section I above .  Convert the document to a pdf in step 5.

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For attachments that are uploaded via this method:

- The attachments will not show as separately uploaded documents under the 'Reports' section of a file and will only be able to be accessed via Adobe Reader (refer to Section V for the steps on accessing attachments uploaded via this method).

- No indication is given that the email/document contains attachments.

- Only the email will bundle.  No attachments will be bundled even if the attachments are in pdf format.

C. Option 3 (Recommended): Upload the email via steps 1-4 in Section I above, then complete the following steps below:  

5. Drag + Drop each attachment individually by using the same method that was used to drag + drop the email over.  

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Then for each document, review and choose from the options that are available:

6. (Optional) You may then choose to Convert to PDF if the document is not already in PDF format, and/or choose to Exclude it from Notifications.  

7. Select the Date

8. Select what Type of document it is from the drop-down menu.  You can also choose to Rename the document. 

9. Select a Milestone (if available/applicable) 

10. Add a Description and/or mark Confidential (confidential documents can be seen by Admin and Branch Admin users). 

11. Upload notifications: Notifications can be sent with or without the document attached to the Assigned Adjuster, Supervisor or Manager.  If enabled, you can also choose to make the files immediately visible to the client by choosing from the available options. These options may or may not include: alerting the client by email either with or without the document attached or to post the document in FileTrac but don't email client anything. 

12. Click Upload Pending Files to complete the uploading of your document.  

For attachments that are uploaded via this method:

- The attachments will show as separately uploaded documents under 'Reports' for that file.

- Attachments can be bundled (email itself can be bundled if converted to PDF).

- If the email is not converted to pdf, a user can click on the file (which will open in their Outlook & include the attachments), and reply or forward the email from their Outlook. 

III. Uploading Attachments to a Previously Uploaded Email/Document: If you need to add attachments to an email/document that was previously uploaded to FileTrac, follow the steps below: 

1. Click on the Add Docs icon for the email/document that the attachments need to be added to.

2. Drag+Drop each attachment individually (or use +Add Files if the attachments are saved on your computer).  If Dragging & dropping and you do not have multiple computer monitors, you may want to split the screen like below.  This will make it easier for you to drag and drop the attachments into FileTrac.  Grab an attachment by clicking on it and holding down the left click button on your mouse.  Do not let go of the left click until you see the email as a ghost inside of the Drag & Drop box in FileTrac.

Then for each document:

3. You may choose to Convert to PDF if the document is not already in PDF format.

4. Select the Date.

5. (Optional) Add a Code.

6. Select a Milestone (if available/applicable).

7. Add a Description.  If no description is given, the attachment(s) will be labeled as 'Attached Document' on the Bundle page. 

8.  Click Upload Pending Files to complete the uploading of your document. 

The attachments will not show on the 'Reports' page but will show as attachments to the main document (see screenshot below): 

When bundling, the attachments will display on the Bundle page with a paper clip icon.  See screenshot below. 

IV. Viewing an Uploaded Email with attachments (in MSG Format):  When an email is uploaded using the drag & drop feature, the attachments are automatically uploaded as well. If an email was uploaded via Option 1, refer to the below instructions for viewing the email and attachments:

1. Click the  icon to view the document.

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 2. To view the email and the attachments click the red link Click to open selected .MSG file:

Opening the document will behave according to the settings in your computer and may require you to click to open the download or may open automatically.   

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The document will then open in Outlook as an email and display any attachments.  You can then reply or forward the email straight from your Outlook.   

V. Viewing an Uploaded Email with attachments (in PDF Format): When an email is uploaded using the drag & drop feature, the attachments are automatically uploaded as well.  If the email is converted to pdf upon upload and the documents are not uploaded separately, the user can view the email and all attachments by downloading and opening the document in Adobe Reader via the following steps:  

1. Click the  icon to view the document.

2. Click Download.

3. Right click on the document and choose Show in folder

 4. Right click on the document in the folder and choose Open with Adobe

The email will open in Adobe.  Attachments can then be viewed by clicking on the paper clip icon, and selecting each individual attachment. 

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