Personal Rule notifications

The Personal Rules module allows you to set up notifications to inform you when events occur within a specified program and category. You can instruct XactPRM Connect to notify you when bid requests’ statuses change, estimate value thresholds are surpassed, certain items are included in estimates, and a variety of other events. The Personal Rules module helps you monitor service provider activity as well as regional and organizational estimate anomalies and trends.

When working with personal rules, it’s important to remember that the “assignor” is the creator of the bid request (in most cases, the asset manager). The “assignee” is the recipient of the bid request (the service provider).

The screen shots in this document are generic, and your company’s interface may vary.

Access Personal Rules

Add a Personal Rule

Elapsed Time Rules

Edit or delete a Personal Rule or Elapsed Time Rule

Category and Event definitions

Assignment Tracking

Changes to Price List Items

Estimate Dollar Value

Estimate Scope Overlap and Item Inclusion

Industry Trend

Labor Efficiency

Labor Minimums

Management Reports

Price List Item Usage

Price List Items by Quality

Project Dollar Value

 

Related: Program Rules, FAQ > Administration questions, Getting Started

Access Personal Rules

1.   Select Personal Rules from the Administration menu (see Figure 1).

Figure 1

2.   You will see the Personal Rules page. If your notifications email address is incorrect, edit the address and click Update My Email (see Figure 2).

Figure 2

Add a Personal Rule

1.   Click Add Personal Rule. The Add Personal Rule dialog box appears (see Figure 3).

2.   Click the Program drop-down menu to select the program in which you want the personal rule applied.

3.   Click the Category drop-down menu to select the notification category. Options include Assignment Tracking, Changes to Price List Items, Estimate Dollar Value, Estimate Scope Overlap and Item Inclusion, Industry Trend, Price List Item Usage, Price List Items by Quality, and Project Dollar Value.

4.   Click the Event drop-down menu to select the event for which you want notification. The list that appears is dependent on the category you chose in the Category menu. When you select an event, additional fields will appear below. These fields will be different depending on the even you selected. Complete the fields.

 

Figure 3

5.   Click the Hierarchy Type drop-down menu to choose one of the following notification hierarchies: Geographic, Organizational, or Individual (see Figure 3). If you select Geographic or Organizational type, select the Area/Org Levels smart list button to select an area or organization level. If you selected the Individual type, enter a contractor's name. Additional information is required based on the hierarchy type. (see Figure 3).

6.   Click OK (see Figure 3).

The new rule appears under Personal Rules. You will now receive an email from XactAnalysis whenever the specified event occurs for bid requests that fit the rule criteria you selected.

Elapsed Time Rules

Elapsed Time Rules are similar to Personal Rules but are better suited to a time-sensitive workflow. Rather than simply notifying you when an event occurs, elapsed time rules notify you when a set time period between two events (for example, Assigned Out of Project Queue and Returned) is exceeded. See Statuses for event definitions.

Elapsed Time Rules is located on the Personal Rules page, directly below Personal Rules. Elapsed Time Rules and Personal Rules are added in a similar way.

Edit or delete a Personal Rule or Elapsed Time Rule

       To edit a Personal Rule or Elapsed Time Rule, click Edit next to the personal rule you want to modify. The Add Personal Rule dialog box appears, and you can modify any item. Click OK when you are finished (see Figure 4).

       To delete a Personal Rule or Elapsed Time Rule, click Delete next to the personal rule you want removed.  

Figure 4

Category and Event definitions

Most of the categories and events that trigger a personal rule are self-explanatory, but for your convenience, definitions for each of these are provided in this appendix.

Assignment Tracking

The events in the Assignment Tracking category are used to notify you about changes in an bid request, including statuses, updates, inclusions, or exclusions.

Action Item Created

This event is used to notify you when an action item is created. An Action Item is a task created in XactPRM Connect by an assignor (anyone with the Edit Action Items application right) that needs to be accomplished or followed up by a contractor.

Assigned from Queue

This event is used to notify you when an assignor (anyone with the Create New Projects application right) assigns an bid request from the Project Queue to a contractor.

Bid Request Cancelled

This event is used to notify you when an bid request is canceled. Only XactPRM Connect users with the Cancel Bid Requests application right can cancel bid requests.

Bid Request Delivered

This event is used to notify you when contractors connect to XactPRM Connect and download bid requests to their XactPRM® accounts.

Bid Request Documents Received

This event is used to notify you when bid request documents (Estimate Audit Report, Report Rough Draft, etc.) are uploaded to XactPRM Connect from a contractor.

Bid Request Created

This event is used to notify you when XactPRM Connect receives a new bid request for the project queue or for a specific contractor.

If this event is set up for a specific contractor with the Hierarchy Type set as Individual, then a notification is only sent to you if an bid request is created and assigned to the specified contractor simultaneously. If the bid request is created and sent to the project queue first, then no notification is sent for this event. To receive notifications for contractors being assigned to bid requests in the project queue, set up the Assigned From Queue personal rule.

Bid Request Rejected

This event is used to notify you when contractors reject or delete bid requests sent to them.

Bid Request Reviewed

This event is used to notify you when a reviewer accepts a completed bid request and updates its status as Reviewed.

Bid Request Reviewed With Exceptions

This event is used to notify you when a reviewer finds problems with a completed bid request and updates its status as Reviewed with Exceptions.

Bid Request is Client Approved

This event is used to notify you when an bid request is updated as Client Approved.

Bid Request is Client Rejected

This event is used to notify you when an bid request is updated as Client Rejected.

Bid Request is QA Approved

This event is used to notify you when quality assurance on an bid request is met and the bid request is updated as QA Approved.

Bid Request is QA Rejected

This event is used to notify you when quality assurance on an bid request is not met and it is updated as QA Rejected.

Attention Needed

This event is used to notify you when an bid request needs urgent attention and its status is updated as Attention Needed.

Corrected Estimate Uploaded

This event is used to notify you when a contractor uploads a corrected estimate.

Estimate with No Photos

This event is used to notify you when a contractor uploads a completed estimate without any photos included.

Estimate with No Tax

This event is used to notify you when a contractor uploads a completed estimate without any tax included in the estimate total.

File Closed

This event is used to notify you when a project or bid request’s file status is updated from Open to Closed. When this is done, the project or bid request can no longer be reassigned or corrected, and XactPRM users can no longer request them from the library.

File Reopened

This event is used to notify you when a project or bid request’s file status is updated from Closed to Reopened in order to perform additional actions.

First Report Uploaded

This event is used to notify you when the first report is uploaded to XactPRM Connect from XactPRM.

Image Uploaded to Estimate

This event is used to notify you when a contractor uploads photos or other images for an estimate.

Image Uploaded without Description

This event is used to notify you when an image is uploaded to XactPRM without a description.

Job Completed

This event is used to notify you when an bid request is updated as Job Completed in XactPRM Connect.

Job Not Sold

This event is used to notify you when an bid request is updated as Not Sold in XactPRM Connect. The Not Sold status indicates that the property owner has declined to have work done on their property.

Job Started

This event is used to notify you when an bid request’s status is updated as Job Started in XactPRM Connect.

MISC Line Item Lump Sum

This event is used to notify you when a contractor uploads a completed estimate that includes a MISC line item that is greater than a specified dollar amount.

New Bid Request in Queue

This event is used to notify you when a new bid request (as opposed to a resubmitted bid request) enters the Project Queue.

Note Added to Assignment

This event is used to notify you when a note is added to a project or bid request by users or automatic notifications.

Original Estimate Uploaded

This event is used to notify you when a contractor uploads an original estimate (as opposed to a resubmitted estimate).

Photo Sheet Report Uploaded

This event is used to notify you when a contractor uploads a completed estimate with a Photo Sheet report included. A Photo Sheet report is a special report created in XactPRM that includes all of the estimate photos in a single PDF file.

Project Manager Reassigned

This event is used to notify you when an project is reassigned to a different project manager.

Project Manager Removed

This event is used to notify you when a project manager is removed from a project.

Reassigned

This event is used to notify you when a bid request is reassigned to a new contractor.

Reference # Changed

This event is used to notify you when an existing reference number is changed or when a reference number is added to a bid request that previously had no reference number.

Removed From Estimate Review Queue

This event is used to notify you when an estimate is removed from the Estimate Review Queue.

Reviewer Assigned

This event is used to notify you when a reviewer is assigned to evaluate an completed estimate.

Roof Measurement Analysis Completed

This event is used to notify you when a Roof Measurement Analysis for a bid request is uploaded to XactPRM Connect from a third-party company. A Roof Measurement Analysis is a detailed report that describes a roof’s measurements, square footage, and other attributes.

Roof Measurement Analysis Requested

This event is used to notify you when a Roof Measurement Analysis for an assignment is requested through XactAnalysis from a third-party company. A Roof Measurement Analysis is a detailed report that describes a roof’s measurements, square footage, and other attributes.

Site Inspected

This event is used to notify you when a contractor updates a bid request’s status as Site Inspected after evaluating the damaged property.

Xactware Property Insight Received

This event is used to notify you when Xactware Property Insight data has been uploaded to an assignment in XactAnalysis.

XA or XASP Document Uploaded

This event is used to notify you when a document is added to a project or bid request directly from XactPRM Connect or XactPRM Connect for Service Providers (SP).


Changes to Price List Items

The events in the Changes to Price List Items category are used to notify you about variations made to price list items in an estimate.

Any rule in this group

This event is used to notify you when any of the rules in the Changes to Price List Items category are triggered.

Basic Variation

This event is used to notify you when a contractor uploads a completed estimate with a non-zero dollar price list item that has had its unit, price, or description changed.

Line Item Price Deviation

This event is used to notify you when line items in an estimate deviate from the checkpoint price list by a specified percentage.

NFCP Variation

This event is used to notify you when a contractor uploads a completed estimate with a National Floor Covering Plan item that has had its unit, price, or description changed.

Not in the Price List Variation

This event is used to notify you when a contractor uploads a completed estimate with a variation resulting from a USR, MISC, or other item that does not exist in the price list.

Percent of Items with All Changed

This event is used to notify you when a contractor uploads a completed estimate in which the percent of line items that are changed is greater than or less than a specified percent.

Percent of Items with Description & Unit

This event is used to notify you when a contractor uploads a completed estimate in which the percent of line items with description or unit changes is greater than or less than a specified percent.

Percent of Items with Description Changed

This event is used to notify you when a contractor uploads a completed estimate in which the percent of line items with description changes is greater than or less than a specified percent.

Percent of Items with No Change

This event is used to notify you when a contractor uploads a completed estimate in which the percent of line items with no changes is greater than or less than a specified percent.

Percent of Items with Price & Description

This event is used to notify you when a contractor uploads a completed estimate in which the percent of line items with price or description changes is greater than or less than a specified percent.

Percent of Items with Price & Unit

This event is used to notify you when a contractor uploads a completed estimate in which the percent of line items with price or unit changes is greater than or less than a specified percent.

Percent of Items with Price Changed

This event is used to notify you when a contractor uploads a completed estimate in which the percent of line items with price changes is greater than or less than a specified percent.

Percent of Items with Unit Changed

This event is used to notify you when a contractor uploads a completed estimate in which the percent of line items with unit changes is greater than or less than a specified percent.

Zero Dollar Items Variation

This event is used to notify you when a contractor uploads a completed estimate in which a zero dollar line item’s price changed. Some examples are bid-only items and items from the CAS and PER categories.


Estimate Dollar Value

The events in the Estimate Dollar Value category are used to notify you when estimates come in above or below a specified dollar amount.

Corrected Estimate Value

This event is used to notify you when a contractor uploads a corrected estimate that is greater than or less than a specified dollar amount.

Estimate Value

This event is used to notify you when a contractor uploads an estimate that is greater than or less than a specified dollar amount.


Estimate Scope Overlap and Item Inclusion

Before uploading an estimate to XactPRM Connect, XactPRM checks it for any inconsistencies or possible errors. The events in the Estimate Scope Overlap and Item Inclusion category are used to notify you when any of these possible inconsistencies or errors remains unresolved after the estimate is uploaded. These events vary by company.


Industry Trend

The events in the Industry Trend category are used to notify you when the values from one or more Industry Trend reports increase or decrease from the previous month by a specified percent or amount.

Any rule in this group

This event is used to notify you when any of the events in the Industry Trend category are triggered.

Average Returned Claim Value

This event is used to notify you when the values of the monthly Average Estimate Value report increase or decrease by a specified amount or percent.

Basket of Goods Labor & Materials

This event is used to notify you when the values of the monthly Basket of Goods Labor & Materials report increase or decrease by a specified amount or percent.

Basket of Goods Material Only

This event is used to notify you when the values of the monthly Basket of Goods Material Only report increase or decrease by a specified amount or percent.

Carpet Composite

This event is used to notify you when the values of the monthly Carpet Composite report increase or decrease by a specified amount or percent.

Carpet Replacement Macro

This event is used to notify you when the values of the monthly Carpet Replacement Macro report increase or decrease by a specified amount or percent.

Contents Packout & Cleaning

This event is used to notify you when the values of the monthly Contents Packout & Cleaning report increase or decrease by a specified amount or percent.

Door Replacement Macro

This event is used to notify you when the values of the monthly Door Replacement Macro report increase or decrease by a specified amount or percent.

Drywall Composite

This event is used to notify you when the values of the monthly Drywall Composite report increase or decrease by a specified amount or percent.

Fire Damage – Medium Size

This event is used to notify you when the values of the monthly Fire Damage – Medium Size report increase or decrease by a specified amount or percent.

Garage Door Macro

This event is used to notify you when the values of the monthly Garage Door Macro report increase or decrease by a specified amount or percent.

Industry Trend Reports Updated

This event is used to notify you when the Industry Trend Reports have been updated b Xactware.

Interior Trim/Moldings Composite

This event is used to notify you when the values of the monthly Interior Trim/Moldings Composite report increase or decrease by a specified amount or percent.

Kitchen Smoke Damage

This event is used to notify you when the values of the monthly Kitchen Smoke Damage report increase or decrease by a specified amount or percent.

Lumber Composite

This event is used to notify you when the values of the monthly Lumber Composite report increase or decrease by a specified amount or percent.

Paint Composite

This event is used to notify you when the values of the monthly Paint Composite report increase or decrease by a specified amount or percent.

Price List Changes

This event is used to notify you when the values of the monthly Price List Changes report increase or decrease by a specified amount or percent.

Retail Labor

This event is used to notify you when the values of the monthly Retail Labor report increase or decrease by a specified amount or percent.

Retail Labor by Trade

This event is used to notify you when the values of the monthly Retail Labor by Trade report increase or decrease by a specified amount or percent.

Roofing Composite

This event is used to notify you when the values of the monthly Roofing Composite report increase or decrease by a specified amount or percent.

Roof Replacement – Labor & Materials

This event is used to notify you when the values of the monthly Roof Replacement – Labor & Materials report increase or decrease by a specified amount or percent.

Small Bathroom Water Loss

This event is used to notify you when the values of the monthly Small Bathroom Water Loss report increase or decrease by a specified amount or percent.

Small Hail Loss

This event is used to notify you when the values of the monthly Small Hail Loss report increase or decrease by a specified amount or percent.

Vandalism Macro

This event is used to notify you when the values of the monthly Vandalism Macro report increase or decrease by a specified amount or percent.

Vinyl Flooring Composite

This event is used to notify you when the values of the monthly Vinyl Flooring Composite report increase or decrease by a specified amount or percent.

Water Damage Mitigation Estimate

This event is used to notify you when the values of the monthly Water Damage Mitigation Estimate report increase or decrease by a specified amount or percent.

Wood Floor Refinish Macro

This event is used to notify you when the values of the monthly Wood Floor Refinish Macro report increase or decrease by a specified amount or percent.


Labor Efficiency

The events in the Labor Efficiency category are used to create automatic notifications that relate to labor efficiency.

Broken Out

This event is used to notify you when an contractor uploads a completed estimate with the labor efficiency broken out.

Estimate with Base Service Charges

This event is used to notify you when a contractor uploads a completed estimate with base service charges included.

Factored In

This event is used to notify you when an contractor uploads a completed estimate with the labor efficiency factored in.

New Construction

This event is used to notify you when an contractor uploads a completed estimate with the labor efficiency set for new construction.

Not Applied

This event is used to notify you when an contractor uploads a completed estimate that doesn’t have labor efficiency applied.


Labor Minimums

The events in the Labor Minimums category are used to create automatic notifications that relate to Labor minimums.

All Labor Minimums Disabled

This event is used to notify you when an estimate has no labor minimums enabled.

Estimate has Labor Minimum Adjustment

If the actual estimate ends up being less than the labor minimum, Xactimate adds the necessary dollar amount to increase the estimate to the labor minimum amount required by the contractor. This is the labor minimum adjustment. This event is used to notify you when Xactimate has added a labor minimum adjustment to an estimate.

Labor Minimums Enabled

This event is used to notify you when an estimate has one or more labor minimums enabled.

New Construction Turned Off

This event is used to notify you when an estimate that uses labor minimums is uploaded to XactPRM without selecting the New Construction option in Xactimate.

New Construction Turned On

This event is used to notify you when an estimate that uses labor minimums is uploaded to XactPRM with the New Construction option selected in Xactimate.


Management Reports

The events in the Management Reports category are used to notify you when the most common management reports are updated and cached for quick viewing in XactPRM Connect.

Depreciation Usage

This event is used to notify you when the Depreciation Usage management report is updated and cached.

Inclusion Issues

This event is used to notify you when the Inclusion Issues management report is updated and cached.

Overhead and Profit

This event is used to notify you when the Overhead and Profit management report is updated and cached.

Price Deviations

This event is used to notify you when the Price Deviations management report is updated and cached.

Scoping Overlap

This event is used to notify you when the Scoping Overlap management report is updated and cached.


Price List Item Usage

Not in Price List

This event is used to notify you when a contractor uploads a completed estimate with a specified percent of line items that are miscellaneous and don’t exist in the checkpoint price list.


Price List Items by Quality

The events in the Price List Items by Quality category are used to notify you when the percent of items of certain qualities in an estimate exceeds a specified percent.

Any rule in this group

This event is used to notify you when any of the events in the Price List Items by Quality category are triggered.

Percent of Average Quality Items

This event is used to notify you when a contractor uploads a completed estimate in which the percent of items that are average quality exceeds a specified percent.

Percent of High Quality Items

This event is used to notify you when a contractor uploads a completed estimate in which the percent of items that are high quality exceeds a specified percent.

Percent of Low Quality Items

This event is used to notify you when a contractor uploads a completed estimate in which the percent of items that are low quality exceeds a specified percent.

Percent of Premium Quality Items

This event is used to notify you when a contractor uploads a completed estimate in which the percent of items that are premium quality exceeds a specified percent.


Project Dollar Value

The event in the Project Dollar Value category is used to notify you when the total value of an aggregate project file exceeds or is less than a specified amount. Each stakeholder in a project can set up project personal rules that correspond to their ownership in the project.

Project Value

This event is used to notify you when the total value of an aggregate project file exceeds or is less than a specified amount.


 

 

Copyright © 2005-2016 Xactware Solutions, Inc. All rights reserved.