Chronicle lets you define as many sets of required documents as you need. For example, your State Farm jobs might require different documents from MetLife jobs, and both might require different documents from non-insured jobs. To deal with this, Chronicle lets you create a different set of requirements for each. When you add each job, you'll indicate which required document set applies, and Chronicle will require the corresponding documents.
Setting up required documents lets you make sure each job has complete documentation. For example, suppose for a particular department in a required document set, you indicate that the job must have an initial estimate, a final estimate, a signed work authorization, and job photos. In the Required Documents entry on job panels and on the Documents screen for the job, Chronicle lets you know which required documents are present and which are missing. If you try to mark a department complete with required documents missing, Chronicle stops you, guaranteeing that each job has complete documentation before you mark it as done.
Before you can set up required document sets, you must first define all of the documents you use. Required document sets indicate which defined documents are needed in which contexts; you can't require any document you haven't defined.
- On the Departments tab in the Main System Setup, select a department, go to the Documents tab and click the Required Document Sets tab.
- Above the Required Document Set box, click New Set to add each set of documents that you need. You need a document set for each distinctive set of documents. For example, if State Farm jobs require one set of documents and other insurance companies require another and non-insured jobs require still another, then you might need three sets. If you require the same documents for all jobs, then you might need only one set. If two insurance companies have different work authorization forms, this doesn't necessarily mean that you need two sets; one required document called Work Authorization can serve both even if you are scanning different forms. If this is the case for all of the documents needed, a single required document set can serve multiple companies. Give each a name that clearly distinguishes it from the other document sets.
- In the Required Document Set box, select the appropriate document set and click Add Doc to Set.
- In the popup, select all that apply to the required document set you are creating. Chronicle only shows those documents that are not already in the set. In the cell to the right, indicate how many days one has to add the document to the job from the time the department becomes active (or from the time the required document set is associated with the job if you associate it after adding the department).
For example, the sample screen shows that the Final Estimate must be added within 3 days of when the Water department becomes active.
Documents aren't required unless the corresponding department is part of the job. For example, this document set requires the Final Estimate for the Water department. If you associate this Required Document Set with a job, this document is required if the Water department is part of the job; it isn't required if the job doesn't have the Water department.
- Repeat this process for each appropriate department and for each document set.
- For each department, indicate whether users must choose a doc set if that department is on a job. Check the box that indicates whether a doc set is required. Users must then choose some set of required documents when a new job is added for this department; leave this unchecked if a required document set isn't required. Typically this is checked for departments like Fire, Water, and Mold where documents are required for every job.