You can communicate with your team inside ClaimWizard using internal Notes and Activity Log diary entries on each claim, plus structured claim activity events your team can configure.

Objective

This how‑to explains how to use Notes and the Activity Log for internal team communication on a claim, and how to set up custom Activity Events so your team can log updates consistently.

Method 1: Use Notes for Internal-only Messages

The Notes section is designed for private, internal communication about a claim. Use it for things you only want your team to see.

Steps

1. Open the claim.
2. Locate the Notes section (usually alongside Activity Log/Message Archive on the left side of the claim screen).
3. Click to add a new note.
4. Type your internal message (e.g., “Client prefers calls after 3 PM,” “Awaiting revised estimate from field adjuster”).
5. Save the note.
   
    

Tips

• Notes are not shared with clients, carriers, or other external parties; they are internal to your company.
• Use notes for sensitive information, logistical instructions, and internal decisions that should not appear in client‑visible logs.
• Private notes are visible only “inside the company,” meaning they are visible to staff who can open that claim in ClaimWizard (based on your user roles and security settings). They are not exposed in client portals or shared externally.

Method 2: Use Activity Log for Diary-style Updates

The Activity Log combines automated system entries (disbursements, photos added, client added, etc.) with manual diary entries your team can add. Use it for tracking work history and time.

Steps

1. Open the claim and go to the Activity Log/Message Archive area.
2. Click Add Entry.
3. Fill in fields such as:
   • Effective date.
   • Event type (claim activity event, like “Left Voicemail,” “Spoke with Carrier,” etc.).
   • Public visibility setting (if applicable), billable hours, narrative notes.
4. Click Save to record the entry.
   

Tips

• Use Activity Log entries as your team’s “work diary” to document who did what, when, on each claim.
• Be mindful of visibility—do not put sensitive internal comments in entries that may be shared externally.

Method 3: Configure Custom Claim Activity Templates

Admins can define standard “events” that your team uses for consistent communication (e.g., “Left Voicemail,” “Requested Docs from Insured,” “Received Carrier Offer”).

Steps to Configure Events (Admin)

1. In ClaimWizard, click the gear icon in the lower-left to open admin/settings (you must have the appropriate security rights).
2. Go to Claim Activity Events.
3. Review existing events and click Edit to change them, or click Add New Claim Activity Event to create a new one.
4. Name the event (for example, “Left Voicemail”).
5. Use double percentage signs %% to define parameters users will fill in (e.g., %%Contact Name%% or %%Reason%%).
6. Save the event.
   
   

Steps for Team Members to Use Events

1. Open a claim and go to the Activity Log or Message Archive.
2. Click the blue arrow or appropriate button to add/update a claim activity entry.
3. Select the custom event you want (e.g., “Left Voicemail”).
4. Fill in the prompted fields and add any notes.
5. Click Save Entry, then confirm the entry appears with the correct timestamp in the Activity Log.
   
   

Tips

• Use consistent event names so everyone on the team knows which to choose.
• Regularly review and update your event list to reflect your current workflow and communication needs.

When to Use Each Option

• Use Notes for private, internal comments that never go to the client or carrier.
• Use Activity Log entries (with claim activity events) when you want a timestamped work history or time tracking that your whole internal team can see.