Assigning an insurer and opening a claim
Before you can open an insurance claim on a damage case (Schadensfall), the case must have an insurer assigned. This article covers assigning the insurer, opening the claim, and updating it as the claim progresses.
Before you start
Assigning an insurer, opening a claim, and updating a claim all require the Transition damage cases permission (damage-management:transition). Viewing claims requires the View damage management permission (damage-management:view). Both are held by SystemAdmin and FleetManager by default. The insurer you want must already exist in your tenant's insurance companies list.
Assign an insurer to the case
Open the damage case and assign an insurer from the insurance companies list. The system verifies that both the case and the chosen insurer exist, then records the insurer on the case.
- Open the damage case you want to work on.
- In the case's insurer area, select an insurer from the list.
- Save. The case now shows the assigned insurer.
Note: You can reassign a different insurer later, but do this before you open a claim, because a claim is permanently tied to the insurer that was assigned when it was created.
Open a claim
With an insurer assigned, open a claim against the case. The only required field is the claim number.
| Field | Required | Purpose |
|---|---|---|
| Claim number | Yes | The insurer's reference number for this claim. |
| Insurer | Yes | Must match the insurer already assigned to the case. |
| Status | No | Free-text status you use to track the claim's progress. |
| Claim date | No | The date the claim was filed with the insurer. |
| Settlement amount | No | The amount agreed once the claim is settled. |
| Settlement date | No | The date the claim was settled. |
Warning: If the claim's insurer does not match the insurer assigned to the case, the claim is rejected with the message "Insurance company must match the case's assigned insurer." Assign or correct the case insurer first, then open the claim.
Update a claim as it progresses
As the insurer responds, update the claim to reflect its current state. Updates are partial, so you only send the fields that changed; anything you leave out keeps its current value.
- Change the status as the claim moves through its lifecycle.
- Record the settlement amount and settlement date when the insurer settles.
- Adjust the claim date if it needs correcting.
Review claims on a case
The claims list shows all claims, most recently created first, and can be filtered by damage case or by insurer. Each entry shows the claim number, status, claim date, settlement amount, and settlement date, giving you a quick view of where every claim stands.
Tip: Once a claim exists, use claim communications to keep a dated timeline of every email, call, and letter exchanged with the insurer.
Related
- Maintaining insurance companies
- Logging claim communications
- Recording financial line items on a damage case
- Setting and tracking case deadlines and reminders
