Overview
The Microsoft Word Add-In Tool allows a user to create template documents and/or forms to be used in claims. Any user can create a template; however, only an Admin User can upload and manage the templates.
Once the template has been uploaded to the FileTrac system, employees and adjusters with access to the claim can then select the template and create a document that will populate the claim information and automatically upload to the file.
This is great for creating custom acknowledgement letters, contact letters, reports, payment letters, etc.
Prerequisites:
- Microsoft Word
*IMPORTANT Note: Please be aware that recent Microsoft updates have caused issues for some users with the Microsoft Word Add-In Tool. If you are experiencing a problem, please download the list of tokens that are attached at the bottom of this page. These tokens can then be copy and pasted into your Word doc or excel template forms.
Installation Instructions
This document will guide users on how to install and use the FileTrac Word Add-In Tool. You may be directed to Microsoft to download additional free software that is needed in order to run this tool.
To download the 32-bit FileTrac Word Add-In, please click here.
To download the 64-bit FileTrac Word Add-In, please click here.
1. Download the installer by clicking the correct link above. Be sure you are downloading the correct version. If you are not sure which version is installed on your computer, you can find this information by opening Word and clicking on the About tab from the Account menu.
2. Your browser will download 'Setup.exe', which will appear at the bottom of your page.
3. Open the downloaded setup.exe and then click Run in the dialogue box that opens.
That's it! The FileTrac Word Add-In is now installed.
Creating a Template Document
Once installed, the FileTrac Word Add-in will appear in Microsoft Word and you can create template documents and/or forms to be uploaded into FileTrac. A downloadable list of the available FileTrac Tokens can be found at the end of this document.
1. Open a Word Document and click on Add-ins.
You will need to add/include any letterheads or logos on the document before uploading into FileTrac.
2. The drop- down menu for the available Add-in 'tokens' appears in the upper left-hand corner. Start creating your letter/form by selecting the appropriate Add-in token(s) for the Claim information that is to populate into the document.
3. If there is not an Add-in token for the data you want to fill in, you have the option to create a Custom Field (there are up to 20 custom fields that can be used in a document). You will be able to label the Custom Field upon the upload process so anyone using the letter/form will know what needs to be typed in that field.
Below is a Sample template letter using Word Add-in tokens:
4. Save the template to your desktop
Letter Template Categories
Before uploading the template to your FileTrac system, you will want to set up your Letter Template Categories by following the below steps:
1. Click Settings
2. Click Letter Template Categories
3. Check the box for Add New Template Category and enter the Category Name
4. Click Add/Save Changes
The Default Category, is the default that appears when uploading new templates.
Uploading Templates to FileTrac
Only an Admin level user can upload templates to the FileTrac system. Once you have set up your Letter Template Categories from the previous section, you are now ready to upload your template.
1. Click on Settings, then Form Letter Templates
2. Click Manage Microsoft Word/Excel Templates
3. Put the name of the document in the Template Title field.
4. Select the Category that the document should be stored in.
5. Select which Insurance Company this document can be used for or leave on the default Select Insured Company if this document will be used across multiple client companies. If a specific insurance company is selected, this template will only be available for that client company.
6. Label the Custom Fields for any Custom tokens that you used in your document so that users know what information to enter in the given fields. (If no Custom field is required, leave them blank.)
7. Select the Choose File button to locate the template you previously created. Double click on the file or select Open.
8. Click Upload Templates. The Document is now stored in your system and appears in the Templates List at the bottom of the page. From here, they can be Edited, Reposted, or Deleted.
If the template itself needs to be edited, click on the title of the template to download it to your computer. Then click 'Enable Editing'. Make your changes, 'Save' the document to your computer, then 'Repost' it to FileTrac.
When editing the template Title, Category, Company, and/or Custom Field Labels, be sure to click 'Edit Templates' after making the change(s).
Video Tutorial
Once a Template has been created and uploaded to your FileTrac system, it can then be used by employees and adjusters for their accessible claims. Click the following link for instructions on how to generate a Word Template in a Claim:
Generating a Word Template in a Claim : FileTrac Support (freshdesk.com)