Learn the most optimal process for creating and managing an assessment in Crunchwork.
Making assessments are easy with Crunchwork, but using the right process will speed up the process by leveraging clever automation. Take this step by step guide with you next time you create an assessment to learn how to get the most out of this tool.
1. Find the project that you'd like to create an assessment for by logging in to Pulse. Open the project, then click 'Create' > 'Assessment'.
2. Once the assessment has opened, make sure that the account, assigned team members, contacts and zone have been populated. The job status should be "Book".
3. If there was a Make Safe previously entered on the same project, there will be a new task titled "Review EMS Report" which is assigned to the supervisor so they can advise the attending trade of any temporary structures.
Task Name: Review EMS Report
Assigned To: Supervisor
Due In: Immediately
Task Type: Action
The 'Assessment Contact Time' should also be set to the time that the assessment job was created. At the same time, the primary contact of the project will receive an automated email and SMS updating them of the progress on their claim, while the insurer will receive an email updating them of the assessment being created. Additionally, there will be a new task to review titled "Assessment Call to Schedule".
Task Name: Assessment Call to Schedule
Assigned To: Admin Coordinator
Due In: 1 Hour
Task Type: Call
NOTE FOR IAG ASSESSMENTS: You will need to fill the "Initial Contact" field with the date and time of the automated SMS and emails. You can check your job history for this information.
4. Go ahead and make the call to schedule the assessment, then mark the task "Complete". This will trigger multiple steps:
- Sends an email updating the insurer on the assessment being scheduled.
- Job status will then update to "Scheduled". Make sure you refresh your page to bring in the changes!
- In the job details, the field "Assessment Contact Time" will be updated to the time that the "Assessment Call to Schedule" task was completed.
- We'll also create a new "Assessment report". We'll automatically populate the insured name and claim number values for you.
- Lastly, check your tasks to view the new task: "Book Assessor"
Task Name: Book Assessor
Assigned To: Admin Coordinator
Due In: 1 Day
Task Type: Email
5. Completing the "Book Assessor" Task. If you haven't already assigned an assessor, do so now. You can use the "Assigned Team Members" section to add an assessor. Once you do this, mark the "Book assessor" task as complete. We'll automatically send a calendar invite to the assessor, while auto-filling the "Site Attended Time" field based on the the date set for the Assessment meeting. We'll also send an email to the insured updating them of the progress on their assessment, which should contain details on the assessor attending the site. Finally, we'll also create a new task:
Task Name: Submit Assessment to Insurer
Assigned To: Assessor
Due In: 12 Hours
Task Type: EmailWhat happens when the Assessor receives the calendar invite?
- The assessor shouldn't have to ever enter more details on the assessment report other than the information they gather while attending. This means that details like the insured name and claim number are populated from the project automatically.
- Once the assessor has completed the site visit and filled the "Site Visit Details" section of the report, the entered data will be back-filled from the job to the report.
- The assessor will also need to manually create a quote. Ideally, they should be creating the quote from the Assessment job so they can use our automation to populate the claim data onto the quote.
- When the date passes "Site Attended Date/Time" in the assessment details, the assessment job status will change: "To Be Submitted"
7. When the Account is IAG or Suncorp and Builder Assessment Report is published, automatically complete task "Submit assessment to Insurer"
8. When "Submit Assessment to Insurer" task is completed AND Submit assessment to insurer task set to Complete AND Assessment Report field "Speciality Report Obtained" IS NOT MARKED "Yes", send email to insured.
9. When "Submit Assessment to Insurer" task is completed AND Submit assessment to insurer task set to Complete AND Assessment Report field "Speciality Report Obtained" IS NOT MARKED "Yes", automatically change job status to "Complete / Awaiting Insurer"
10. When "Submit Assessment to Insurer" task is completed AND Submit assessment to insurer task set to Complete AND Assessment Report field "Speciality Report Obtained" IS NOT = Yes, set "Assessment Submitted Date" in Assessment Job to current date/time
11. When job status is set to "Complete / Awaiting Insurer", send SMS to insured with survey request
12. When job status is set to "Complete / Awaiting Insurer", create task "Invoice Assessment"
Task Name: Invoice Assessment
Assigned To: Finance
Due In: 1 Day
Task Type: Action
13. Click Create > Invoice, enter details and submit invoice
14. If Builder Assessment Report has "Speciality report obtained = YES", create task "Send Specialist Report Purchase Order"
Task Name: Send Specialist Report Purchase Order
Assigned To: Admin Coordinator
Due In: 1 Day
Task Type: Action
15. When "Send Specialist Report Purchase Order" task is set to Complete, create task "Submit Specialist Report"
Task Name: Submit Specialist Report
Assigned To: Assessor
Due In: 1 Day
Task Type: Action
16. When "Submit Specialist Report" task is completed, create task "Invoice Specialist Report Fee"
Task Name: Invoice Specialist Report Fee
Assigned To: Finance
Due In: 1 Day
Task Type: Action
17. When "Submit Assessment to Insurer" task is set to complete AND Builder Assessment Report in Report Writer has "Assessor Required Estimator" value = YES, create task "Quote Review Required"
Task Name: Quote Review Required
Assigned To: Manager
Due In: 1 Hour
Task Type: Action
18. When "Submit Assessment to Insurer" task is set to complete AND Builder Assessment Report in Report Writer has "Other Hazards" value = YES, AND any field in "Safety and Environmental Issues" greater than Low Risk, create task "Hazard Notification"
Task Name: Hazard Notification
Assigned To: Admin Coordinator
Due In: 1 Hour
Task Type: Action
19. When any Invoice attached to the Assessment Job is in "Sent" status, set the task "Invoice Assessment" to "completed" status
20. In a Builder Assessment Report, when the Claim decision = Accept [AND] Repair proceedings as per auto limit = Yes & Client willing to proceed = Yes, then create a Works job under the project
21. In Job, if "Assessment Request Date" field is filled, set "Assessment Attendance Due Date" field to "Assessment Request Date" + 2 Days
22. In Job, if "Site Attended Time" field is filled, set "Assessment Submission Due Date" field to "Site Attended Time" + 1 Day
23. In an Assessment Report, when the Claim decision = Accept [AND] Repairs proceeding as per Auto limit = Yes [AND] Client willing to proceed = Yes, create a Works job in the project