Assignments for FNOL in Nexsyis & NexsyisNow

Assignment emails from insurance companies can be sent to Nexsyis to improve folder capture rate.

To set up this feature, your IT will need to automatically forward emails from the assignment inbox to email address assignments@nexsyiscollision.com. If you are an MSO, each location must have their own unique email address. Nexsyis will use the name in email address to assign the Folder location. Once the email forwarding is set up, contact Nexsyis Support at nexsupport@nexsyis.com, and we will monitor for the assignments and finish setup on our end. Based on the forwarded email we receive, different actions will occur based on if this is a new assignment or an assignment update.

TIP: Make sure your IT's spam policy does not interfere with the automatic forwarding. You may need to create a new policy that supersedes the previous policy, so forwarded assignment emails make it to our Automation inbox.

New Assignments

When a new assignment hits the inbox, the following action items will occur in Nexsyis

1. A folder is created in Nexsyis using the information from the assignment email. The Folder will appear in the Opportunities tab with the Created by user of "WEB"

2. An attachment is uploaded to the Folder Documents displaying the contents of the assignment email:

3. A message is sent to the Message Center notifying users of a new assignment:

4. The location email address(es) (configured on the Location tab) will also receive a notification when a new assignment is received.

5. If your company is set to "Automatically opt customers in to receive text or email communication", and a Customer Messaging Template is set up for "Assignment Received," the preset text will automatically be sent to the customer phone #.

Assignment Updates

Updates are made to assignments/folders in the following order to ensure the correct folder is updated:

1. Claim # Look-up

2. If no matching claim#, VIN# look-up

3. If no matching Claim# or VIN#, look for records with matching First Name + Last Name + Vehicle Year/Make/Model + Phone Number.

When the folder is identified as a match, the following actions occur:

1. The Sales or Service Resource is assigned a task with the update from the email set to the task description:

NOTE: You can choose whether to assign to the Sales OR Service Resource in Task Category setup:

2. An attachment is uploaded to the Folder Documents displaying the contents of the update email, similar to the new assignment.

Processing Failures

In order to capture the new assignments that experience a processing issue, an email will be sent to the email address(es) associated with the shop's location setup containing the claim number and an attachment of the assignment that failed to upload.

Setting up the Email Processing (Mitchell & Audatex)

1. Start with a dedicated inbox

We recommend creating a brand-new inbox specifically for this purpose, configured to auto-forward assignments to assignments@nexsyiscollision.com. This keeps things clean and organized. Once the inbox is set up, the next step is to update the notification settings in both Audatex/Qapter and Mitchell, so the new email address becomes their delivery target. This way, the AI processor receives only the emails it actually needs, instead of getting bogged down with unrelated messages.

2. Updating Audatex/Qapter

The user will need to complete Audatex's request form and then email it to canadatechsupport@audatex.com: [Audatex form link]

One important note: Audatex comments only go to the primary email address on file, unless someone manually adds a second one each time they type a comment. The secondary emails with Audatex only work for things like new assignments. Because of that, we'd suggest changing the main/primary email address to the new forwarding address (whatever is set up to receive assignments), rather than adding it as a secondary.

3. Updating Mitchell

For assignments, estimates, and tasks: This one's a quick self-serve fix. Go to Settings, then Notification Preferences, and update the recipient email for each insurance company under each notification type.

For journal notifications: This part does need a call to Mitchell Tech Support (800-448-4401). No form is required, they can make the update over the phone, but they'll need to go in and update the shop's email address individually for each insurance carrier.