Project Detail

On the Project Detail page, you will see a Detail Summary that includes information about the program, reference number, status, and estimate total. You will also see a Select an Action menu that you can use to complete a number of actions, and a number of tabs from which you can review bid request information, update statuses, and add notes and files.

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

Access the Project Detail page

Complete actions from the Project Detail page

Project Detail tabs

Details

Update a status

Assign a Collaborator

Property Information

Map

Action Items

Add an action item

Notifications Section

Action Item Information

Delete an action item

Mark an action item complete

Standard Action Item list

Notes

Add a note

Documents

Add a document

Approve or reject items

The View Labor Efficiencies by Trade report

Photos

Add a photo

Approve or reject items

Filter by tags

Activity Log

Approve or reject items

History

 

Related: FAQ > Project and bid request questions, Statuses, Estimate Collaboration, Referral Bid Request

Access the Project Detail page

There are many ways to access a Project Detail page for a specific project:

       Select a project from Advanced Search Results, the XactPRM Project Queue, or many of the reports.

       Type a Reference Number into the Quick Search field on the Welcome page. Click Search (see Figure 1).

       Select a Reference Number from the Recently Viewed Projects table on the Welcome page.

Figure 1

Complete actions from the Project Detail page

You can complete a number of actions on a specific project from the Project Detail page (see Figure 2):

Assign

This option appears if a contractor is not currently assigned to the bid request. Select Assign to assign an contractor to the bid request or to assign the bid request to a different program.

Reassign

This option appears if the bid request is already assigned to a contractor. Select Reassign to replace the current contractor with a new contractor or to assign the bid request to a different program.

Assign Reviewer

This option appears if your company uses the Estimate Review Queue and you have the Estimate Review Administrator user right. Select Assign Reviewer to assign the bid request to a reviewer.

Accept Estimate Review

This option appears if a review has been assigned to you. When you accept an estimate review, the review status is updated in the Estimate Review Queue. For more information, see Estimate Review Queue.

Assign Project Manager

This option appears if a project manager is not currently assigned to the project and you have the Project Manager Administrator user right. Select Assign Project Manager to assign a project manager.

Reassign Project Manager

This option appears if a project manager is already assigned to the project and you have the Project Manager Administrator user right. Select Reassign Project Manager to replace the current project manager with a new project manager.

Remove Project Manager

This option appears if a project manager is already assigned to the project and you have the Project Manager Administrator user right. Select Remove Project Manager to remove the project manager currently assigned to the project. The project will have no assigned project manager.

Email Project

Select Email Project option to email the entire Project Detail or a selected portion of the Project Detail to selected recipients. This may be useful when working with the insured, interested parties, or collaborators.

Send Read-Only Estimate

Select Send Read-Only Estimate to send a read-only estimate to an XactNet Address. The recipient will be able to view the estimate but make no alterations.

Create Duplicate Project

When you select Create Duplicate Project, the Create New Project page appears with property information already populated from the current project. For more information, see Create New Project.

Save Documents

This option allows you to save project or bid request information, including documents and images, to your computer. This may be useful if you need to work remotely. When you select Save Documents, a page appears that allows you to download information, documents, or images.

Uncompress Files

This option appears if you have accessed an older project. After a project ages a set amount of time, the project is archived and associated documents and photos are compressed. Select this option to access any documents and photos associated with this project.

Request an Xactware Roof InSight

This option appears if your company has an Xactware Roof Insight account. Select Request an Xactware Roof Insight to receive a roof plan in Xactimate native sketch format, all roof dimensions and slopes, and a set of high resolution aerial images. The data is delivered directly to XactPRM and the External Data tab in XactPRM Connect, typically within one business day. For more information, please contact your Xactware product specialist or account manager.

Already Exported to Xactware Roof InSight

This is not a selectable option. This bookmark appears when you have already requested an Xactware Roof Insight data package.  

Project Detail tabs

On the Project Detail page, you will see a Detail Summary that includes information about the property address, the reference number, the project status, and the estimate total. You will also see a number of tabs from which you can review project or bid request information, update statuses and add notes and files. The following sections discuss each tab.

DETAILS

The Details tab is displayed by default and shows the assignee information, XactPRM Connect statuses, workflow statuses, and approval statuses. The Assignee Information section displays information about the contractor assigned to the bid request and their contact information. The XactPRM Connect Status section displays system-based statuses that are automatically tracked by XactPMR Connect. The Workflow Status and Approval Status sections display statuses that can be updated manually.

Contractor tasks

The following tasks are usually accomplished by the contractor in XactPRM:

Customer Contacted

This status informs the asset manager when the customer was contacted. You update this status in the Details tab, or XactPRM Connect updates it with information received from XactPRM.

Site Inspected

This status informs the asset manager when the property was inspected. You update this status in the Details tab, or XactPRM Connect updates it with information received from XactPRM.

Job Started

This optional status informs the asset manager when the job has been started.

Job Completed

This optional status informs both parties when the job has been completed.

Job Not Sold

This optional status informs both parties when the client or property owner has refused the job.


File examiner tasks

The following tasks are usually accomplished by file examiners:

Reviewer Assigned

This status indicates that a completed estimate has entered the estimate review queue to be reviewed, and the review administrator has assigned it to a specific reviewer.

Review Accepted

This status indicates that the person assigned to complete the review has accepted the review.

Reviewed with Exceptions

This status indicates that the reviewer completed reviewing the estimate but found problems. In this situation, the estimate often requires additional work. When the additional work is complete, the estimate is uploaded again, and a subsequent review is performed.

Review Completed

This status indicates that the estimate review is complete and has no problems.

QA Approved

This is an optional quality-control status that asset managers or service provider companies often use to indicate that a specific type of review has been satisfactorily completed.

Client Approved

This is also an optional quality-control status that asset managers or service provider companies often use to indicate that a specific type of review has been satisfactorily completed.

File Status

This optional status allows the asset manager to mark the bid request Closed. When a bid request is marked Closed, the assignee can no longer update the estimate, unless the asset manager updates the status to File Reopened.


Other tasks

The following tasks can be accomplished by anyone with appropriate rights:

Collaboration Status

This status allows any user with the Collaboration Admin user right to assign an estimate for collaboration, and shows the date and time of any collaboration that has occurred. For more information, see Estimate Collaboration.

Attention Status

This status allows any user to mark a bid request as Attention Needed, indicating that the bid request is time-sensitive or requires special considerations.

Update a status

1.   Click Update in the row of the feature you wish to update. The Update Status dialog box appears (see Figure 2).

Figure 2

2.   Complete the Update Status dialog box as follows:

Date Updated

This field defaults to the current date. You can change the date as needed.

Comment/Note

Type a note in this field. The note will be added to the Notes tab.

Email To

Enter a recipient email address, or select email addresses from your address book. Select the check boxes to send an email to additional recipients and to include the Note text in the email.

Send to XactNet® Address

Enter a recipient XactNet address, or select XactNet addresses from your address book. Separate multiple addresses with a semicolon.

3.   Click Update Status. The status will be updated on the Details tab.

Assign a Collaborator

XactPRM Connect allows a contractor who is not the assignee to perform work on a returned estimate without changing the “ownership” of the estimate. When an estimate has been checked out for collaboration, only the collaborator may do work on the estimate. See Estimate Collaboration for more information about how to use this feature.

PROPERTY INFORMATION

The Property Information tab displays the property information and description, as well as instructions for the project.

MAP

The Map tab displays a map of the area surrounding the property location, provided by MapQuest (see Figure 3). You can zoom in and out using the zoom tool on the left side of the map. The header area above the map displays the global position of the address.

       Click Start Over to refresh the page and see the original map view.

Figure 3

ACTION ITEMS

In the Action Items tab, you can view and create action items (or tasks) related to the completion of the project. For example, you can create a Customer Contacted action item with a due date of 7 days, and assign it to the contractor assigned to the project. The contractor receives an email about the action item. When the contractor contacts the customer and marks the action item complete, you receive an email notification. If the contractor does not complete the action item within 7 days, you both receive an email notification.

XactPRM Connect automatically updates the status of some action items when certain actions are completed. For example, when a bid request enters the Project Queue or estimate is uploaded. You can create action items for these tasks to communicate deadlines and receive notification if something is past due. Some action items, including all custom action items, must be marked complete by a user. Past due action items appear red.

Add an action item

1.   Click Add Action Item. The Add Action Item dialog box appears (see Figure 4).

Figure 4

2.   Complete the Add Action Item dialog box as follows:

Notifications Section

To Be Performed By

Select the radio button to indicate to whom this task is assigned. You can select either the assignee (for example, the contractor) or the creator of the action item (yourself).

Notify When Created

Select the Notify When…Created check box to notify the assignee or other email recipients when this action item is created.

Notify When Past Due

Select the Notify When…Past Due check box to notify the assignee, yourself, or other email recipients when the action item is not completed by its due date.

Action Item Information

Custom

Select this radio button to create a custom action item. Name the action item in the provided field.

Standard

Select this radio button to create a standard action item. Choose an action item from the drop-down menu. See the standard action-item list at the end of this section for more information.

Due In

Select the radio button to indicate the number of days in which this action item is due. You can select 1, 7, 14, 28 Days, or Other.

Due Date

This will display the due date or, if you selected Other, allow you to fill in the due date.

Time

Enter the time at which this action item will be due.

Comment/Note

Enter any additional note regarding this action item.

3.   Click Save.

Delete an action item

1.   Click Delete next to the action item.

2.   A confirmation dialog box appears showing the action-item details. Click Delete. The action item is removed from the Action Items tab.

Mark an action item complete

1.   Click Mark Complete next to the action item you want to mark as complete. The Update Status dialog box appears (see Figure 5).

Figure 5

2.   Complete the Update Status dialog box as follows:

Date Update

This field defaults to showing the current date. You can change the date if you desire.

Comment/Note

Enter a note in this field. The note will be added to the Notes tab.

Email To

Type any email address to which you would like the note sent, or select email addresses from your address book. By selecting the check boxes, you can send the email to individuals involved with the bid request, which may include the assignee, referral creator, or project manager. You can also include the note text in the email.

Send to XactNet Address

Type any XactNet address to which you would like the note sent, or select XactNet addresses from your address book. Separate multiple addresses with a semicolon.

3.   Click Update Status. The action item no longer appears in the action-item list, and a note is added to the Notes and Activity Log tabs.

Standard Action Item list

The following list of standard Action Items allows you to set a task:

Project Created

The project is created in XactPRM Connect for the first time.

Enter Project Queue

To request notification when the project has entered the Project Queue.

Send Notification

To send notification to selected individuals.

Download Bid Request

For a contractor to downloaded the bid request.

Contact Customer

To make contact with the insured.

Inspect Job Site

To inspect the job site.

Upload Non $0 Estimate

To upload a non $0 estimate for the bid request.

Upload Estimate

To upload an estimate for the bid request.

Upload Correction

To upload a correction for the bid request.

Upload Report

To upload a report for the bid request.

Submit to Asset Manager Review Queue

To request the bid request be reviewed by the asset manager.

Submit to Service Provider Review Queue

To request the bid request be reviewed by a service provider.

Assign Asset Manager Reviewer

To request that an asset manager reviewer be assigned by a specific date.

Assign Service Provider Reviewer

To request that a contractor reviewer be assigned to the bid request by a specific date.

Asset Manager Review with Exceptions

Asset manager has marked the bid request “Reviewed w/ Exceptions.”

Asset Manager Review

To request that the asset manager review the bid request.

Service Provider Review with Exceptions

Service Provider has marked the bid request “Reviewed w/ Exceptions.”

Service Provider Review

To request that the associated contractor review the bid request.

Review with Exceptions

The bid request has been marked “Reviewed w/ Exceptions.”

Review

To request a review of the bid request.

Assigned Out of Project Queue

The project or bid request should be assigned out of the Project Queue.

QA Rejected

The bid request has been marked QA Rejected.

QA Approved

The bid request has been marked QA Approved.

Collaboration Checked Out

The bid request has been checked out for collaboration.

Collaboration Checked In

Collaboration has been completed, and the bid request is checked back in.

Client Approved

The bid request has been marked Client Approved.

Client Rejected

The bid request has been marked Client Rejected.

Start Work

To start work on the bid request.

Complete Job

To complete the job and mark it “Job Completed” in XactPRM.

File Closed

The project or bid request has been marked “File Closed”.

Entered Reinspection Queue

The bid request has been sent to the Reinspection Queue.

Assign Reinspector

To request that the bid request be assigned to a reinspector.

Complete Reinspection

To request a time when the reinspection of the bid request should be complete.

NOTES

In this tab, you can manually enter notes related to the project or bid request. XactPRM Connect also automatically adds system notes as certain project or bid request events occur, for example status updates or action item events.

Add a note

1.   Click Add a Note. The Add a Note dialog box appears (see Figure 6).

Figure 6

2.   Complete the Add a Note dialog box as follows:

Note

Type the text of the note. You can add formatting (for example bold, italics, and underline) and use spell check.

Email To

Enter any email address to which you would like the note sent, or select email addresses from your address book. By selecting the check boxes, you can send the email to individuals involved with the project or bid request, which may include the assignee, referral creator, or project manager. You can also include the note text in the email or exclude the note from XactPRM Connect for Service Providers.

Send to XactNet Address

Enter any XactNet address to which you would like the note sent, or select XactNet addresses from your address book. Separate multiple addresses with a semicolon.

3.   Click Add Note.

DOCUMENTS

When an estimate is completed and returned to XactAnalysis, it has a number of documents attached, such as the Report Rough Draft, Price List Variation Report, and Audit Report, as well as any custom documents that were uploaded by the contractor (see Figure 7).

       Click a document name to view it in a separate window. Change whether or not XactPRM Connect for Service Providers users can view a document by clicking the link in the Excluded from PRM SP column.

       Send a document to Xactimate by clicking No in the Send to Xactimate column.

       Compressed: .zip

       Documents: .doc, .docx, .docm, .html, .htm, .mht, .msg, .pdf, .txt, .xls, and .xlsx

       Image: .bmp, .gif, .jpg, .jpeg, .png, .tif, and .tiff

       Sound: .wav, .mp3, and .wma

Figure 7

Add a document

1.   Click Add Documents. The Upload Documents dialog box appears (see Figure 8).

2.   Click Select Files. Select files to upload.

3.   When the file names appear, type a file description in the Description field.

4.   To upload the document to Xactimate, select the Send to Xactimate checkbox.

5.   Click Complete Upload. The documents appear in the Documents tab.

       Compressed: .zip

       Documents: .doc, .docx, .docm, .html, .htm, .mht, .msg, .pdf, .txt, .xls, and .xlsx

       Image: .bmp, .gif, .jpg, .jpeg, .png, .tif, and .tiff

       Sound: .wav, .mp3, and .wma

Figure 8

Approve or reject items

Companies use the Approve and Reject status in different ways. Some companies use these statuses to trigger an export of data to another system. Some independent contractors may prevent an asset manager from accessing documents until they are marked approved.

       To approve an item in the documents list, select the check box at the end of the item row. Click Approve Item(s).

       To reject an item in the documents list, select the check box at the end of the item row. Click Reject Item(s).

The View Labor Efficiencies by Trade report

When an estimate is created in a version of XactPRM that allows a separate labor efficiency setting by trade, a View Labor Efficiencies by Trade link appears above the document list. The labor efficiencies link displays each labor-efficiency setting that was used for each trade (see Figure 9).

Figure 9

PHOTOS

The Photos tab displays thumbnails of any images associated with a project or bid request (see Figure 10).

       Click a photo name to view it in a separate window.

       Change whether or not XactPRM Connect for Service Providers users can view a photo by clicking the link in the Excluded from PRM SP column.

Figure 10

Add a photo

1.   Click Add Photos. The Upload Images dialog box appears (see Figure 11).

2.   Click Select Files. Select files to upload.

3.   When the file names appear, type a file description in the Description field.

4.   Type tags in the Tags fields if needed.

5.   Click Complete Upload. The photos appear in the photos tab.

Figure 11

Approve or reject items

Companies use the Approve and Reject status in different ways. Some companies use these statuses to trigger an export of data to another system. Some independent contractors may prevent an asset manager from accessing documents until they are marked approved.

       To approve an item in the photos list, select the check box at the end of the item row. Click Approve Item(s).

       To reject an item in the photos list, select the check box at the end of the item row. Click Reject Item(s).

Filter by tags

Photos can be tagged in XactPRM or in XactPRM Connect.

1.   Click the drop-down menu to the left of the Filter by Tags button, and select the check boxes of the appropriate tags.

2.   Click Filter by Tags. Photos with the selected tags appear in the Photos tab.

ACTIVITY LOG

The Activity Log tab displays the date and time of project or bid request events, including when photos, documents, notes, and action items are added. These events are sorted into collapsible lists by date (see Figure 12).

       Click the drop-down menu on the User Name column to filter a list.

       Click a document or photo name to view it in a separate dialog box.

Figure 12

Approve or reject items

Companies use the Approve and Reject status in different ways. Some companies use these statuses to trigger an export of data to another system. Some independent contractors may prevent an asset manager from accessing documents until they are marked approved.

       To approve an item in the Action Log list, select the check box at the end of the item row. Click Approve Item(s).

       To reject an item in the Action Log list, select the check box at the end of the item row. Click Reject Item(s).

HISTORY

If a project or bid request has been reassigned, a History tab appears on the Project Details page. This tab shows the Details tab information for each previously assigned contractor. The current assignee information is shown on the Details tab.


 

 

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