How to use Claimtrack software

Transcription

1 How to use Claimtrack software External To log into Claimtrack: Go to and at the top of the home page is two boxes. 1. The first box is to input your user name. This is in a format of your initial followed by your surname. i.e. for Joe Bloggs it would be jbloggs. 2. In the second box is your password. This will have been automatically set to the same as your username i.e. jbloggs plus the numbers 123 so your default password is initial followed by surname followed by Click Login to log in Jbloggs Jbloggs If you forget your password hit here This screen will appear enter your login name (1 st initial plus surname i.e. jbloggs) You will receive the details via your designated

2 The Workflow Page Once logged in click on your name You will see: By clicking on any of the bars where you are involved in the job you will access this screen. This is what you need to respond to it will have a message attached to the task for you This section shows you what stage of the project you are assigned to is at This lists all properties you have an outstanding task for. In the description it will tell you of the required task for which you can respond to and acknowledge and make other comments. You must not swear or use any terminology that is likely to offend. The client, any loss adjuster & everybody assigned to the job will be able to see the log which you have just made a comment on. Click on the respond button to acknowledge or enter a response

3 The Log & Button Functions This is a sample of the screen you will get once you hit the respond button. Blacked Out For Data Protection Purposes Buttons 1. used if you need to message us or are asking for something to be done I.e. please can you arrange for new skip for site - this is where you do it. It can be a reminder or a materials list for an individual etc. This will then pop up that individual s outstanding task box which can then be acted upon. All tasks and notes are logged in the report which is seen by all. You need to select the person you are tasking from the drop down box. Type in your message in the description box. If it is urgent or needs to be brought to everyone s attention you can make the text angry (red) and important (bold) by ticking these boxes. There is even a spell check button to help with errors. Once done click save and exit. Remember all text and messages are logged in the report for everyone to see.

4 2. If a note just for the record is needed this function will add the text to the log but not task anyone. This is useful if the client has asked you to not do something or there is a verbal discussion on site with client and you want a record of it. This is where you upload files such as documents or pictures for the job. Any pictures, your prices and schedule of works or other documents relevant to the work must be in PDF format or you will need to have your document as a word. You can scan documents in to upload but remember you need to have them in PDF format. Only you and the office can see this. Again all additions are logged into the job report. The best way for adding files to this section is by photographing them on your smart phone then ing them to claimtrack@oakleafeltd.com this way the admin team can convert to PDF and upload them for you Please remember to add the 1 st line of the address in the subject line so it can be assigned to the correct property. Please note the first time you upload or view any files you will be prompted and MUST AGREE to install & update to the latest Java application in order for this aspect to work It may be that your computer already has the latest version in which case you will automatically see the boxes below. Your Computer Upload a file from your computer to the view files section in Claimtrack Claimtrack s Servers Find and select the file on your computer and upload it from here Remove from Claimtrack any uploaded files

5 This drop down box allows you to trip the project from one phase to the next so if you are assigned to this phase you can prepare for attendance. Click to select and this updates the log This is what will be shown on the log Offers access to the claim and user details for property

6 The report button generates a PDF report of all notes and logs input by everyone to do with the job. This is useful for example if you need to print it off or for items listing things such as tile codes or paints etc. It also has the projects full address and contact details. The claim sheet button will print off the name, address and contact details for the job only. Extremely handing for accessing the job or indeed for sat nav.

7 Remember you can click Workflow at any time to get to the main menu to choose or view individual jobs or tasks.